I have come to the conclusion that most QuickBooks users stick with default templates and these forms are boring at best. Below are some simple steps to create a custom invoice to match your corporate branding.
In newer versions of the software the task is made easy with all sorts of templates to choose from. However you can brand your invoice in any version. To create your custom invoice, choose Templates from the List menu. From the Templates button choose new and select Invoice. QuickBooks will make a copy of the original template and rename the template file.
First and foremost add your company logo. In the Logo & Fonts area check the Use Logo box and navigate to the file containing your company logo and upload the file. While in the Logo & Font you have access to change the font, font size and font color of the Title, Company Name, Company Address, Labels, Data Subtotals Label and Total Label. You may choose to make your changes here but personally I like to make my changes while in Layout Designer.
Before we head on over to Layout Designer let’s first decide what information we want on our invoice. Click on additional Customization and scan through the fields or options available under the Header, Columns, Footer and Print tabs. Don’t worry about the location QuickBooks chooses to display the information, you can change that later.
Now the fun begins. Click on Layout Designer and begin the process of customizing your template. You can move fields. Do you want your logo to appear on the right side of your invoice? Just click and drag. Do you want the logo to be larger? Click on a corner and drag outwards. Do you want the document title larger? Left click on the field and choose properties, font and increase the size. Do you want the background color for your column headers to be blue? Right click and choose properties, select the background tab, check fill background and select your favorite blue. Don’t like the border surrounding the Bill To area. Right click and choose properties, select the Border tab. To make the border disappear, uncheck the border top, right, bottom or perhaps a rounded corner is what you are looking for, leave the borders checked and select rounded corners instead.
What is important to remember is that you are creating a document that represents your business. So make it unique but don’t defeat the purpose of the document. It’s an invoice and you want to be paid, so here are a few tips to both personalize and draw attention to fields that our important.
- Add color but make it simple. You might try adding the darkest color from you logo for the font color of your title and address.
- Make the document title clear. You might try increasing the font size of Invoice.
- As most eyes are drawn to the bottom line you might try adding the due date or your terms below the total field.
- Make the remit to address clear. Personally I like adding the address to the bottom of the invoice, but at the very least make sure the address block clearly states Remit Payment To.
- Add contact information such as a phone number or an e-mail address.
After creating your masterpiece be sure and save you changes. The next time you invoice select the new template. Once you save an invoice using your new template QuickBooks will use this template as the default.