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How to edit QuickBooks Desktop invoice templates

top-view of person typing on laptop with the screen showing a Method QuickBooks desktop invoice

QuickBooks Desktop invoice templates are a great way to manage your invoice process efficiently. It saves you time and ensures that your invoices look professional and contain all the information you and your customers need. 

In this blog, you’ll get a walkthrough of:

  • How to customize invoice in QuickBooks Desktop.
  • How to edit invoice template in QuickBooks Desktop.
  • How to change invoice message in QuickBooks Desktop. 

By the end of this blog, you’ll also learn how to use integrated software to get paid on time, every time. 

So let’s get started!

What is QuickBooks invoice template?

All business owners know that keeping tabs on transactions and payments can be daunting. With QuickBooks Desktop invoice templates, it doesn’t have to be. 

These templates reduce your manual work and eliminate issues around human error, so you end up with easy, polished invoices that include:

  • Information regarding your products or services.
  • Your terms of payment, including accepted methods of payment, currency, and the due date.
  • Any additional necessary information.

Additionally, QuickBooks invoice templates keep everything neatly in one location. These templates come prepped and ready to use, but you still have the flexibility to tailor them to your preferences through design or layout modifications.

With QuickBooks Desktop invoice templates, you:

  • Enhance client satisfaction.
  • Foster strong customer bonds.
  • Add credibility to your invoices.

Now, let’s find out how to edit invoice template in QuickBooks Desktop!

How to edit invoice template in QuickBooks Desktop

Editing your invoice template in QuickBooks is simple with these steps:

Step 1: Launch QuickBooks and navigate to the ‘Customers’ menu. Then, select ‘Create Invoices.’

Step 2: Find the ‘Formatting’ tab at the top of the window and click it. A drop-down menu will open, where you should choose ‘Manage Templates.’

Step 3: The ‘Manage Templates’ window will display a list of all the invoice templates available. Browse through your options, choose the one you want to change, and then click ‘OK.’

Step 4: Once you’ve selected a template to edit in QuickBooks, the ‘Basic Customization’ window appears. Add your business logo and make any visual adjustments that align your invoice’s look with your branding. For more advanced options, click ‘Additional Customization.’

Step 5: After fine-tuning your template, click ‘OK’ to save your changes. Any QuickBooks Desktop invoice templates you create will be available indefinitely for all future invoices.

QuickBooks form customization with title selected from a dropdown menu
Image credit: QuickBooks Tutorial

Are there pre-designed QuickBooks Desktop invoice templates that I can use?

There are several pre-designed QuickBooks Desktop invoice templates available to you. These templates cater to different industries and styles to fit your specific business needs. 

Here’s how you can access QuickBooks Desktop invoice templates:

Step 1: Under the ‘Customers’ menu, select ‘Create Invoices.’ 

Step 2: Use the ‘Formatting’ tab to choose from the available QuickBooks Desktop invoice templates. 

A few ways that you can personalize your QuickBooks Desktop invoice templates are to:

  • Make changes to the layout and fonts.
  • Add your company logo. 
  • Adjust other design elements. 

If you don’t find a suitable template, don’t worry! QuickBooks Desktop also lets you create a custom one from scratch.

How to customize invoice in QuickBooks Desktop

Learning how to customize invoice in QuickBooks Desktop gives you a greater ability to attend to your business needs. It also adds a personal touch that your customers are sure to appreciate. 

Here’s how you can customize your QuickBooks invoices:

Step 1: Launch QuickBooks Desktop and open your company file.

Step 2: From the top menu bar, go to the ‘Customers’ menu and select ‘Create Invoices.’

Step 3: At the top of the ‘Create Invoices’ window, click on the ‘Formatting’ tab. A drop-down menu will appear.

Step 4: Select ‘Manage Templates.’ Choose the template you want to modify and click ‘OK.’

Step 5: The ‘Basic Customization’ window opens after choosing a template. 

Step 6: If you want advanced options, click ‘Additional Customization.’ Here, you can customize your invoice’s header, columns, footer, and more.

Step 7: Preview your customizations to see how your invoice will look. When you’re satisfied, click ‘OK’ to save your changes.

Once you’ve created a customized invoice template, you can select it from the template drop-down menu at the top of the invoice screen. Customizing your invoices not only helps you stay consistent with your branding, but it also makes things clearer and more informative for your clients.

Logo upload feature in the basic customization window of QuickBooks template
Image credit: QBK Accounting

How to change company name in QuickBooks Desktop

If your company undergoes a name change, it’s essential that you update it in QuickBooks. To do so, follow the steps below.

Step 1: Sign in to your QuickBooks account and select the gear symbol at the top of the screen. Step 2: Click on either account or company settings.

Step 2: From the left menu, select company. Then click on ‘edit’ or the pencil symbol to change or refresh your company’s details.

image showing how to edit your company name with a red circle around a pencil icon
Image credit: Connectier

Step 3: If your company’s legal name is staying the same, check the box next to ‘same as company name.’ If it has changed, uncheck that box and input the new legal name.

Step 4: Hit ‘Save,’ then ‘Done.’

How to change invoice message in QuickBooks Desktop

Want to provide customized information to your clients? Here’s how to change invoice message in QuickBooks Desktop. 

Step 1: Launch QuickBooks Desktop and click on ‘Lists’ in the top menu.

Step 2: From the drop-down menu, select “Templates.”

Step 3: From the list of templates, find and double-click the invoice template you want to modify.

Step 4: When the invoice template is open, look for the message field. Enter the new message you’d like to appear on your invoices.

Step 5: After you’ve made changes to the invoice message, click ‘OK’ or ‘Save’ to apply them.

Tip: To ensure you’ve applied your changes successfully, create a new invoice for testing. Use the modified template and confirm that the new message appears.

Now you know how to change invoice message in QuickBooks Desktop!

How QuickBooks Desktop users get paid sooner with Method

Method is the best tool to expedite payments for QuickBooks Desktop users. With its rich features and powerful integration with QuickBooks, Method takes your invoices to the next level. Here’s how:

  • Two-way sync with QuickBooks for accurate and up-to-date invoices and payment records in both systems. 
  • Online payment options directly from your invoices for convenience.
  • Automated invoice reminders to notify customers about upcoming or overdue payments.
  • Personalized invoices that you can send via email. 

See how Method automates your invoicing for faster payments.

Image credit: Ngampol via Adobe Stock 

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