Learn how to use and customise QuickBooks Desktop form templates. You can make custom templates for invoices, sales receipts, estimates, statements, and purchase orders on QuickBooks Desktop. 

You may alter the appearance of these models as well as the details they contain. Here’s what you can do. To get to the list of form templates, go to:

  • Pick Templates from the Lists menu.

How to customise from templates

  • Choose the type of form you want to personalise.
  • Select the Formatting tab on the form, then Manage Templates.
  • To create a new template or update an existing one, pick Copy to create a new template or OK to edit the template.
  • The simple customisation window can be used to:
      • Add the company’s logo: If you want your company logo to appear on your form, check the Use logo checkbox. Click the Select Logo choice to choose the icon you want to use to update your logo.
      • Change the fonts and colours: This section allows you to customise the fonts and colours used throughout the form, such as the company name, labels, and data.
      • Change the business and transaction details: You can choose which contact information to appear on the invoice here. Select Update Information to make changes to all of this information.
  • To add or delete objects from the header, columns, or footer, go to Additional Customization. Then, to switch or resize objects on the form, choose Layout Designer.
  • Click OK when you’re done.
  • To see a preview of your type, select Print Preview. Select Close if everything appears to be in order.
  • Choose OK.

How to duplicate a form template

You can copy a form template’s design and use it on another template. You can use your invoice prototype design for packing slips, for example. Here’s how to do it.

  • Pick Templates from the Lists menu.
  • Pick the template you want to copy from the Templates folder.
  • Duplicate after selecting the Templates dropdown.
  • Choose the sort of form you want to use this sample copy for.
  • Choose OK.
  • You can now use the prototype copy for any kind of form you like.

How to import or export form templates

Customised models can be copied from one company file to another. If you have several company files or need to start a new company in QuickBooks Desktop, this saves you time in personalising templates for your budgets, invoices, and other types. There are a few drawbacks to be aware of:

  • Customised templates produced in more recent versions of QuickBooks cannot be imported into older versions.
  • Templates produced in one regional version of QuickBooks cannot be imported into another. The Canadian version of QuickBooks, for example, cannot export templates to the American version.

How to import templates

  • Open the company file from which the template will be imported.
  • Pick Templates from the Lists menu.
  • Select Import from the Templates dropdown.
  • Choose Open after selecting the template you want to import.
  • The imported template should be given a name. You have the option of keeping the original word or changing it.
  • Choose OK. The imported template should now appear in the template list.

How to export templates

  • Pick Templates from the Lists menu.
  • Choose the template you want to export from the drop-down menu.
  • Select Templates from the dropdown menu, then Export.
  • Verify the file name and choose the file’s location on your screen.
  • Select the Save option.

Preferences for envelopes

You can choose from a default envelope layout in QuickBooks Desktop for Mac, or you can design a new form from scratch or customise an existing template.

Preference 1: Choose a standard envelope

  • Pick Preferences from the QuickBooks menu.
  • The envelope is the option to choose from.
  • From the pop-up menu, choose an envelope.
  • Close the Preferences dialogue box.

Preference 2: Customize an envelope

  • Choose a form type to customise, such as an invoice or a sales receipt.
  • Pick New Template or Edit Current Template from the Current Template dropdown menu.
  • Then choose File, then Open.
  • Pick Envelope, then Choose an envelope design from the drop-down menu.
  • Close the window and then click Save to save your changes.
  • Select Print Envelope to print the envelope.
  • Pick the File menu and then Save As to save your form changes.
Writer’s Note

I have Quickbooks Pro 2019 and Windows 10 on my computer. I’d like to add a screen-only box next to the bill to box (to the left) in the header to my invoice template, in addition to what’s already there. Any suggestions? My printed invoices have been personalised, but I need to add a box to the screen-only portion.

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