How to Add Customer Contact Details to QuickBooks

Invoices are not just billing tools,  they are essential communication documents between you and your clients. Including clear and accurate customer contact details on an invoice enhances professionalism, reduces confusion, and makes it easier for your customers to respond or process payments.

In QuickBooks, whether you use the Online or Desktop version, you have the flexibility to display customer contact information like:

• Phone Number
• Email Address
• Billing Address
• Shipping Address
• Company Name
• Custom fields (e.g., contact person, department, etc.)

This guide will walk you through how to add or modify customer contact details on invoices, why it matters, and how to troubleshoot common issues.

Why Add Customer Contact Details to Invoices?

There are several compelling reasons to include customer contact information on your invoices:

• Professional appearance: Shows attention to detail and organization.
• Facilitates communication: Helps your customer’s billing team reach the right person if there are questions.
• Improves internal processes: Helps staff match invoices with customer records and shipping.
• Avoids delivery errors: Especially important for businesses delivering products or services on-site.
• Meets client or regulatory requirements: Some industries or clients require detailed information for audit or payment purposes.

Adding Customer Contact Details in QuickBooks Online (QBO)

Step 1: Add Contact Info to the Customer Record

Before you can display customer details on an invoice, you must first ensure that the information is properly stored in their customer profile.

How to do it:

1. Log in to your QuickBooks Online account.
2. Go to Sales > Customers.
3. Click on the customer’s name to open their profile.
4. Click Edit (top-right).
5. Fill in the following fields:
   • Email
   • Phone number
   • Mobile number (optional)
   • Billing address
   • Shipping address
   • Company name
   • Display name (how the customer name appears on invoices)
6. Click Save.

Step 2: Customize Your Invoice Template

To display customer contact details on the actual invoice PDF or printed copy:

1. Click the Gear icon (⚙️) > Custom form styles.
2. Choose the form style you want to edit (or create a new one).
3. Click Edit.
4. Go to the Content tab and click the Header section on the invoice preview.
5. Under Customer, tick the boxes for the information you want to show:
   • Billing Address
   • Shipping Address
   • Phone Number (under certain templates)
   • Email Address (may require custom field workaround)
6. Click Done to save.

Step 3: Create an Invoice Using the Customized Template

1. Go to + New > Invoice.
2. Choose the customer from the dropdown.
3. Make sure the correct invoice template is selected from the Customize dropdown at the bottom.
4. Preview the invoice to confirm the contact details appear as expected.
5. Send or print the invoice.

Optional: Add Custom Fields

If you want to include additional customer contact info like a contact person’s name or department, you can use custom fields.

1. Gear icon (⚙️) > Custom fields (under Lists).
2. Click Add Field.
3. Name it (e.g., “Contact Person”).
4. Choose to include it on Invoices.
5. Add this info manually when creating the invoice.

Adding Customer Contact Details in QuickBooks Desktop

QuickBooks Desktop provides even more customization through layout editors.

Step 1: Enter Customer Contact Info

1. Open QuickBooks Desktop.
2. Go to Customers > Customer Center.
3. Double-click the customer you want to update.
4. Under the Address Info tab, enter:
   • Main Phone
   • Alt. Phone
   • Fax
   • Email
   • Billing Address
   • Shipping Address
5. Click OK to save.

Step 2: Customize the Invoice Template

To show contact details on printed or emailed invoices:

1. Open any invoice.
2. At the top, click Customize Data Layout.
3. Choose whether to Create a new template or Modify the existing one.
4. In the pop-up window, go to the Header tab.

Add Customer Contact Fields:

• Check the boxes next to fields like:
  • Phone
  • Email
  • Bill To
  • Ship To
• Use the Screen and Print checkboxes to control visibility.
• Use Additional Customization if you want to insert new fields like “Contact Person” or “Department.”

Step 3: Place and Format Fields on the Invoice

1. Use the Layout Designer to place the fields where you want them on the page.
2. Resize, align, and adjust fonts as needed.
3. Click OK to save.

Adding customer contact details to QuickBooks invoices is a small change that brings significant value. It enhances your business’s professionalism, ensures clarity, and simplifies communication with your clients.

In QuickBooks Online, update customer profiles and customize invoice templates via Custom Form Styles.  In QuickBooks Desktop, use the Customer Center and Customize Data Layout features for full control over your invoice appearance.  Use custom fields to include additional information like a contact person, department, or internal reference.  With a properly set up invoice template, you can focus less on formatting and more on growing your business,  knowing your documents are clear, complete, and professional.