How to Configure Sales Settings & Customize Invoices in QuickBooks Online

What this guide covers

This article walks you through configuring the Sales settings in QuickBooks Online and building a polished, branded invoice that gets paid faster. You’ll set defaults (terms, delivery, deposits, discounts, shipping), tailor the invoice layout and content, and enable automations such as reminders and recurring schedules. The steps reflect the 2025 QuickBooks Online experience where invoice customization is available directly from an invoice via the Manage panel as well as from company settings.

Before you start

• Use a Company Admin or a role with access to Account and settings and Sales.
• Have your logo (PNG or JPG) ready, ideally 200–400 px tall on a transparent or light background.
• Decide your standard terms (for example, Due on receipt, Net 15, Net 30), late fee policy, and whether to accept online payments.

Step 1 — Configure Sales Settings (one‑time setup)

1. Open Sales settings. Select the Settings ⚙ icon → Account and settings → Sales.
2. Sales form content. Choose which fields appear on invoices and estimates: Shipping, Discount, Deposit, Service date, Custom fields. Toggle on what you need.
3. Messages. Set the default invoice email subject and body. Use smart, plain language and add payment instructions or links.
4. Reminders. Turn on automatic invoice reminders and add schedules (for example, 3 days before due date, on the due date, and 7 days after).
5. Online delivery. Choose to send a full‑detail PDF, summary, or a secure payment link view. If you use QuickBooks Payments, keep the pay‑online option enabled.
6. Products and services. Decide whether to show SKU, Quantity, Rate, and to track quantity on hand for inventory items.
7. Payments. If available in your region, enable payment methods you accept (card, ACH/bank transfer). Add a default deposit account for cleared funds.

Step 2 — Customize Invoice Design and Content

You can edit design directly from an invoice using the 2025 inline editor or from the legacy template manager. The inline approach is fastest:

1. Open any invoice. Go to + New → Invoice (or open an existing one).
2. Open the design panel. Click Manage on the right to open the live customization panel.
3. Branding. Upload your logo and select your brand color and font. Use high contrast for readability.
4. Layout. Choose a template and adjust headers, column order and widths (for example, show Service date before Description for service businesses).
5. Header content. Ensure your legal business name, address, email, EIN (if you display it), and phone are correct. Add a friendly Message on invoice such as payment instructions.
6. Activity table. Add or remove columns like SKU, Qty, Rate, Amount, Tax. Add custom fields when you need PO No., Project, or Technician.
7. Footer. Add terms, late fee language, return policy, and thanks note. Keep it short—long footers hurt readability.
8. Preview and save. Use Email/PDF previews to confirm spacing before saving your template.

Step 3 — Enable Automation & Smart Reminders

1. Automatic reminders. From Settings ⚙ → Account and settings → Sales → Reminders, enable up to three schedules. Recommended baseline: 3 days before due, on due date, and 7 days after.
2. Late fees. If your policy allows, add a standard late fee or interest note in the Message or Footer. Be sure it’s disclosed before you invoice.
3. Automatic credit card/ACH. If you use QuickBooks Payments and recurring invoices, allow customers to save a payment method and authorize autopay.

Step 4 — Create Recurring Invoices (for subscriptions or retainers)

1. Start from an invoice. Open an invoice and choose Make recurring (or Manage → Scheduling in the new layout).
2. Template type. Select Scheduled (auto‑creates and sends), Reminder (prompts you to create), or Unscheduled (stores a template).
3. Schedule. Set interval (weekly, monthly, etc.), start date, and optionally an end date or number of occurrences. Add an automatic payment if authorized.
4. Customer & items. Lock in the customer, product/service lines, tax, terms, message, and preferred delivery method.

Step 5 — Configure Email & Online Delivery

1. Default email. In Sales → Messages, set a clear subject (for example, “Invoice {number} from {company}”) and concise body with payment options.
2. PDF vs. link. Choose whether to attach a PDF or prompt the secure online view. The online view supports instant pay and reduces spam filtering.
3. Payment methods. If enabled, allow card and bank transfer. Add a note about convenience fees only if your policy and local rules permit.

Default Terms & Due Dates

Terms determine when invoices are due and drive reminder timing and A/R reporting. Common choices:

• Due on receipt — best for deposits or quick‑turn jobs.
• Net 15 / Net 30 / Net 45 — standard business terms; starts from the invoice date unless you specify otherwise.
• Monthly day‑based — due on a fixed day (for example, the 25th of each month).
• Early‑pay discounts — example: “2% if paid within 10 days, otherwise Net 30.” Add language to the footer and reflect the discount on receipt.

1. Set the default terms. Go to Settings ⚙ → Account and settings → Sales. Set your preferred Default terms. You can override terms per customer or per invoice.
2. Per‑customer defaults. In Sales → Customers, edit the customer profile and set their standard terms and delivery preferences.

Sales Tax & Tax Lines on Invoices

If you collect sales tax, ensure the tax center is configured correctly before sending invoices:

1. Turn on the tax feature, add your tax agency, and choose filing frequency.
2. Mark items as taxable or non‑taxable, and assign product categories to improve tax rate selection.
3. On the invoice, confirm the Ship to address and the tax toggle for each line; QuickBooks will calculate the tax line on the total.

Real‑World Scenarios

Common Mistakes to Avoid

• Leaving terms blank. Invoices default to whatever is set at the company or customer level—confirm before sending.
• Overstuffed footers. Dense legal paragraphs make customers miss key info. Link to a terms page when possible.
• Not previewing PDF. Line wraps and long item names can break; always check the PDF view.
• Forgetting deposits. If you collect upfront payments, use the Deposit field instead of negative lines.
• Wrong tax mapping. Mis‑categorized items lead to wrong tax. Review item taxability regularly.

Helpful Tips & Best Practices

• Use clear, action‑oriented email subjects and include a one‑click pay link.
• Offer ACH to lower fees on large invoices; consider card for convenience on small ones.
• Use Custom fields for PO No., Job, or Project to help clients route approvals faster.
• Keep item names consistent and descriptive—reports and client understanding both improve.
• Create a house style: color, font, and message consistent across all sales forms.

Legal & Compliance Considerations

• Include your legal business name and contact details on every invoice.
• Disclose late fees, discounts, and returns in advance; mirror the policy in the footer.
• Follow federal and state rules on surcharging or convenience fees. When unsure, do not surcharge.
• Keep customer payment data within secure, PCI‑compliant systems; do not store raw card details in notes.
• Coordinate with your tax advisor on nexus, taxable items, and filing obligations.

FAQ

How do I change the default terms for all new invoices?

Go to Settings ⚙ → Account and settings → Sales, set Default terms, and save. You can override per customer or on an individual invoice.

Where can I add or edit custom fields?

While editing an invoice, open Manage and choose the Content area (header or table). Add custom fields and choose whether they print on the form.

How do I set up automatic reminders?

In Sales → Reminders, turn on reminders and add schedules such as 3 days before, on due, and 7 days after. Edit the email text to match your tone.

Can I accept online payments?

Yes—if QuickBooks Payments is available in your region. Enable it in Payments, then make sure Allow online payments is checked on the invoice.

How do I make an invoice recur every month?

Open the invoice and select Make recurring. Choose Scheduled, set frequency to monthly, pick the day, and save the template.