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How to create QuickBooks Online invoice templates

rear view of a man who is looking at a screen with a Method invoice for QuickBooks Online

Writing invoices can feel overwhelming for business owners, especially if you don’t have the right tools. Ever wished for a simpler way to do things?

QuickBooks Online invoice templates help you create professional-looking invoices that reflect their brand.

In this blog, you’ll learn:

  • The basics of creating QBO invoice templates.
  • How to personalize them.

Let’s get started! 

How to create and send an invoice in QuickBooks Online

Creating and sending an invoice using QBO invoice templates is simple. Below is a video tutorial on how to do this (written instructions follow).


Step 1: Start by logging into QuickBooks Online. Navigate to the Sales or Invoicing menu on the left and click ‘Invoices.’

Step 2: Click the ‘New Invoice’ button to open a new invoice form.

Step 3: Select a customer from your list, and add the amount for the product or service you’re billing for. Add any necessary details such as discounts, taxes, or additional charges.

Step 4: Next, Click ‘Customize’ at the bottom of the page and select one of the QuickBooks Online invoice templates.

Step 5: After reviewing the invoice, click on ‘Save and send’ to email the invoice to your customer.

QuickBooks invoice template showing the product/service section with a dropdown menu selecting custom sports trophy
Image credit: Teach U Comp

How to create a QuickBooks Online invoice template

A personalized QBO invoice template lets you include elements that matter to your business. These are the steps. 

Step 1: Go to the “Settings” menu and select “Custom Form Styles”.

Step 2: Click the “New style” button and then “Invoice” to create a new QuickBooks invoice template.

Step 3: Customize your template and decide what information to include in the template.

Step 4: When you’re happy with your new template, click “Done” to save it.

QuickBooks invoice design tab showing customization options
Image credit: Gentle Frog

How can I change the default invoice template in QuickBooks Online?

You might want to set a specific invoice template as your default when using QuickBooks Online invoice templates.

Step 1: From the “Settings” menu, select “Custom Form Styles”.

Step 2: Find the template you want to set as default, then click “Edit”.

Step 3: Tick the “Standard” option under the “Use custom form style” dropdown in the design settings. This sets the template as your default.

Step 4: Click on “Done” to save it.

Settings drop down menu in QuickBooks showing custom form styles selected for a company
Image credit: QuickBooks

The best ways to personalize your QuickBooks invoice templates

You want to take advantage of the flexibility and customization options that QBO templates offer. Below is a tutorial on how to customize your invoice template in QuickBooks Online.


Keep reading for some of the best ways to take customization to the next level with your QuickBooks Online invoice templates.

Apply your branding

Incorporating your branding into your QuickBooks Online invoice template ensures brand recognition and consistency. There are some ways you can do this.

First, you can easily add your company’s logo to your invoice template. 

Additionally, your QBO invoice template allows you to choose a color scheme that matches your brand colors. 

The font on your invoices should represent your brand for added cohesiveness. Make sure it’s also easy to read. 

With so many options in QuickBooks Online templates, you’ll find one that aligns with your brand aesthetics.

QuickBooks invoice template showing an example of design customization options for a company called
Image credit: My Cloud Bookkeeping

Add custom fields as needed

One of the many strengths of QuickBooks Online invoice templates is the ability to add custom fields. You can add fields for information, such as:

  • Purchase order numbers.
  • Delivery dates.  
  • Personalized customer messages.

To add custom fields:

Step 1: From the “Settings” menu, select “Custom Form Styles”.

Step 2: Choose a template to edit, then click on the “Content” tab.

Step 3: In the “Header” or “Activity Table” sections, click the pencil icon, then click “Add”. This allows you to add custom fields to your invoice template.

By using these customization options, you ensure your QuickBooks Online invoice templates:

  • Represent your brand
  • Convey necessary information
  • Meet your business’s unique requirements.

These personal touches can go a long way in creating a professional impression and strengthening relationships with your clients.

Automate your QuickBooks Online invoices with Method

What if there was a way to simplify your invoice creation process? Method features make it the most powerful tool for QuickBooks Online users. 

Not only does Method offer custom invoice templates that take your personalization to the next level, but also links your invoices directly to your customer relationship management (CRM) system. This allows for personalized customer communications and enhanced customer relationship tracking.

What’s more, automated invoicing lets you send invoices automatically through set triggers, like sales orders or service deliveries.

Let Method handle the jobs you can do but don’t want to. With, you:

  • Save time on repetitive tasks.
  • Reduce human errors.
  • Collect payments directly through invoices.

As a result, you get paid faster, while your customers get a better, personalized experience. 

QBO invoice templates FAQs

What is an invoice and what is it used for?

An invoice is a financial document issued by a seller to a buyer. It indicates the products or services bought, the costs, and the total amount owed. Invoices act as a bill, sales receipt, or legal document for tax and accounting purposes.

Do invoices need to be numbered?

Yes, you should number invoices. An invoice number gives you a unique identifier to track and manage invoices. They’re also essential for accounting and tax purposes. QuickBooks Online automatically assigns a unique number for your QBO invoice templates, but you can also customize them.

How do I issue an invoice?

To issue an invoice using QuickBooks Online, follow these steps:

Step 1: Open QuickBooks Online and click the “+ New” button.

Step 2: Select “Invoice”.

Step 3: Fill in the details, including customer name, products or services provided, and cost.

Step 4: Choose one of your QBO invoice templates.

Step 5: Click “Save and send” to email the invoice to your customer.

Automate your way to stress-free days with your free trial of Method. 

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