How to Add Custom Labels to Invoices in QuickBooks

Invoicing is more than just requesting payment,  it’s also a form of communication that reflects your business identity, professionalism, and clarity. Whether you’re a small business owner, freelancer, or consultant, being able to tailor your invoices to your specific needs is important. One of the best ways to make your invoices more client-friendly and aligned with your brand is by adding custom labels.

Custom labels allow you to change the default terminology on your invoice forms. For example, you may want to change “Item” to “Service,” “Description” to “Details,” or “Quantity” to “Hours.” These modifications improve clarity, add professionalism, and better suit your industry or customer base.

This article provides a comprehensive walkthrough on how to add custom labels to invoices in QuickBooks, covering both QuickBooks Online and QuickBooks Desktop. You’ll learn how to customize standard field names, add entirely new fields with unique labels, and make sure your invoices reflect your business in the best light possible.

What Are Custom Labels in QuickBooks?

Custom labels are user-defined names that replace the default field names in QuickBooks invoices. These labels appear on the PDF or printed versions of the invoice that your customers see.

For example:

• “Item” can be renamed to “Service”
• “Rate” can become “Hourly Fee”
• “Invoice” can be changed to “Tax Invoice” or “Sales Bill”

You can change labels for existing fields or create new custom fields with custom labels to capture specific business information such as project codes, reference numbers, delivery dates, or internal notes.

Why Use Custom Labels on Invoices?

There are several practical reasons for customizing labels on invoices:

• Industry-specific terms: Replace generic language with terminology your clients understand.
• Localization: Adapt invoice terms for customers in different regions or languages.
• Professional branding: Make invoices look more aligned with your communication style.
• Clarity: Avoid confusion by using familiar or simplified wording.
• Customization for services vs. products: Tailor terminology based on whether you sell services, products, or both.

By personalizing the way your invoices communicate, you enhance the customer experience and reduce misunderstandings.

How to Add Custom Labels in QuickBooks Online

QuickBooks Online provides built-in tools to let you customize invoice templates. This includes changing the field labels on the invoice and adding custom fields with your own names.

Step 1: Access Custom Form Styles

To start customizing labels, log into your QuickBooks Online account.

1. Click on the gear icon in the upper-right corner of the screen.
2. Under the “Your Company” section, choose the option labeled “Custom form styles.”

This area is where all your invoice templates are managed. You can either edit an existing template or create a new one.

Step 2: Edit or Create a New Invoice Style

1. Click on “New style” and choose “Invoice” or edit an existing invoice template.
2. You will be taken to the customization interface.

This interface is divided into different sections including Design, Content, and Emails.

Step 3: Customize Labels Under the Content Section

1. Click the Content tab.
2. Hover over the invoice form and click the pencil icon to edit different sections: header, table, or footer.

For changing labels:

• In the table section, you can rename labels like “Product/Service,” “Description,” “Qty,” “Rate,” and “Amount.”
• Click inside each label text box and enter your preferred term, such as changing “Qty” to “Hours” or “Product/Service” to “Work Performed.”

These labels will appear on your invoices when you print or send them.

Step 4: Add Custom Fields with Custom Labels

1. In the header or footer section, click the option to add Custom fields.
2. Choose the number of custom fields you want to add (up to three on standard templates).
3. Label each custom field. For example, you can add “Project Code,” “Service Category,” or “PO Number.”
4. Toggle the field to be visible on the invoice and/or internal use.

Once saved, these fields can be filled in when creating an invoice.

Step 5: Save and Use the Custom Template

After renaming your labels and adding custom fields, click “Done” to save the template. When you create a new invoice, you can select your customized form style from the options.

How to Add Custom Labels in QuickBooks Desktop

QuickBooks Desktop offers a different but flexible way to customize labels, using layout editing tools within invoice templates.

Step 1: Open the Templates List

1. Open QuickBooks Desktop and go to the top menu bar.
2. Click on “Lists” and choose “Templates.”
3. In the Templates window, locate your invoice template.
4. Right-click on it and select “Edit Template.”

Step 2: Use Additional Customization

You will see two options: “Additional Customization” and “Layout Designer.”

• “Additional Customization” allows you to change labels and control their visibility.
• “Layout Designer” is for changing placement and design layout.

Click on Additional Customization first.

Step 3: Rename Existing Field Labels

Under the Columns tab in Additional Customization:

• You’ll see fields such as “Item,” “Description,” “Quantity,” “Rate,” and “Amount.”
• Each field has a “Screen” and “Print” label. You can rename both.

For example:

• Change “Item” to “Service Type”
• Change “Description” to “Project Details”
• Change “Quantity” to “Hours”

Under the Header and Footer tabs, you can similarly rename labels such as:

• “Invoice” to “Work Order”
• “Invoice Date” to “Issued Date”
• “Due Date” to “Payment Due”

Once you finish editing the labels, click OK to save.

Step 4: Add New Custom Fields

To add entirely new fields:

1. Go to the “Customer Center.”
2. Select any customer and click “Additional Info.”
3. Click the button labeled “Define Fields.”
4. Add new fields such as “Project Code,” “Location,” or “Account Manager.”
5. Check the boxes for which modules should use the field (e.g., Customer, Invoice).
6. These fields now become available on the invoice form.

If you want these fields visible on the printed invoice:

1. Return to the invoice template.
2. Click “Additional Customization.”
3. Enable the custom field under the “Header” or “Footer” tab and give it a print label.

Step 5: Save and Set as Default

Once everything is customized, you can set this template as the default invoice style. The next time you create a new invoice, it will automatically use the updated labels and fields.

Tips for Custom Labels

Custom labels are powerful, but thoughtful implementation is key. Here are some tips to get the most out of them:

• Keep it clear: Use language your client understands. Don’t overcomplicate labels with technical jargon unless necessary.
• Be consistent: Use the same labels across different templates to avoid confusion for repeat clients.
• Use short labels: Long labels can look cluttered or cause formatting issues. Try to keep them concise.
• Test print your invoices: Preview or print your invoice before sending it to a client to ensure everything looks professional.
• Create industry-specific templates: If you serve different types of clients, make separate templates with unique labels tailored for each.

When Should You Use Custom Labels?

Not every business needs to rename invoice fields, but certain situations make custom labels especially useful:

• Service-based businesses: Replace “Item” with “Service” or “Task” to reflect your offerings more accurately.
• Freelancers: Change “Quantity” to “Hours” or “Sessions” for time-based billing.
• International clients: Translate invoice fields to the client’s native language or regional terminology.
• Project-based businesses: Add fields like “Project Name,” “Work Order Number,” or “Project Phase.”
• Retail businesses: If you sell products, you may want more descriptive labels like “SKU,” “Unit Price,” or “Product Code.”

By aligning your invoices with the language and structure your clients expect, you not only look more professional but also make the billing process smoother.

Custom labels in QuickBooks are a simple but powerful tool to enhance your invoicing. Whether you’re using QuickBooks Online or Desktop, the ability to rename invoice fields and add custom ones allows you to speak your clients’ language, reinforce your branding, and create a better overall billing experience.

With the steps outlined above, you now have the knowledge to fully tailor your invoices to fit your business and customer needs. Whether it’s modifying a single word like “Item” or adding entirely new fields, these small adjustments can lead to better clarity, faster payments, and a more professional presentation.  Ultimately, your invoice is more than a payment request—it’s a reflection of your business. Customizing it with thoughtful, relevant labels ensures that it communicates as effectively and professionally as you do.