Customising QuickBooks Online invoices: the controls now sit inside the form

Users of QuickBooks Online keep asking where the invoice design options went. The question, posted in the UK community, covers invoices, estimates, and sales receipts. The formally accepted answer comes from the vendor’s own help article, and it points somewhere many users do not look: the form itself.

The symptom

The typical complaint is not an error code. It is quieter than that. A user opens an invoice, wants to add a logo or change the fields, and cannot find a design screen anywhere in the settings. Some report that the option to edit company details and the logo simply does not appear. Others want one template per brand or department, and discover the software will not allow it. Nothing is broken. The options sit in a place most people never think to look.

According to the thread, the affected product is QuickBooks Online, using the modernised sales form layout the vendor now ships as the default.

The accepted answer

The solution, accepted in the thread, is to customise the form while you are working on it. Create a new invoice, estimate, or sales receipt, or open an existing one. The form updates as you make changes, so the effect of each edit is visible straight away.

To change company details, select Edit company on the form, make your changes, and save. To replace the logo, select the small edit icon on the logo image, upload a picture from your computer, and open it. After uploading, select the more icon on the new image and choose Use as primary. That step is easy to miss, and without it the old logo stays in place.

If the edit options do not appear

The answer includes a specific note for users who cannot see the company and logo controls. Select the gear icon labelled Manage, open the Design dropdown, and choose Modern under the modernised template. Once the form is on that template, the edit controls appear as described. The same Manage area holds the rest of the customisation: the Customisation dropdown turns individual fields on or off, and the Design dropdown switches the template, font, and colour scheme. Payments on invoices can be turned on from the same place.

A preview is available at any point. Select Print or download to see the form as it currently stands. The same company details, logo, and field choices can also be reached from the account and settings area, which the answer lists as an alternative route.

Custom templates

By default the form uses the modernised template, but that is not the only option. The answer explains that a custom template can be created and selected. Open a new sales form, select Manage, open the Design dropdown, and pick a template from the Other templates section. The point of a custom template is isolation: it carries its own logo and layout without changing any other sales form. For many users, that isolation is the whole reason to build a second template. Adding a new template, or editing an existing one, follows the same path.

The limits the answer spells out

Two constraints matter more than the styling steps. First, changes to company information, such as a new logo or address, affect all future invoices and estimates. They also change customer information throughout QuickBooks, not just on the form. Second, the software does not support multiple templates holding different company information. A business running two brands from one file cannot give each brand its own letterhead.

One small detail caught our eye. The Service Date column, visible on screen, prints as Date on the finished invoice. Users comparing the preview with the printout are not imagining the difference.

The short version

The customisation controls for sales forms live inside the open form, not in a separate settings page. If the edit controls are absent, the Manage menu and the Design dropdown restore them. Company level changes spread everywhere, and one set of company details is all the software allows. The preview option shows the result before anything is sent.