How to Add Different Colors in QuickBooks Desktop

If you use QuickBooks Desktop, the customization process takes place in the Layout Designer and Basic Customization windows. Although the interface looks different from QuickBooks Online, the principles are similar.

Step 1: Access Your Invoice Template

1. Open QuickBooks Desktop.
2. From the top menu, select Lists → Templates.
3. In the list of templates, find the invoice template you want to edit.
4. Right-click it and select Edit Template.

This opens the Basic Customization window, where you can change colors, fonts, and styles.

Step 2: Choose a Color Scheme

In the Basic Customization window, look for the Select Color Scheme drop-down. QuickBooks Desktop includes several preset color themes, such as Blue, Green, Gray, and Burgundy.

To use your own brand color instead, click Customize Colors.

This opens a new window where you can assign specific colors to individual invoice elements, such as:

• Invoice background
• Header background
• Field labels
• Data fields
• Lines and borders

Step 3: Apply Custom Colors

1. Click the element you want to change, such as “Header Background.”
2. Click the color box to open the color picker.
3. Select a color or click Define Custom Colors to enter RGB values.
4. Preview the change on the right-hand side of the window.

Repeat this process for each element you wish to customize. For example, you can make your header background light blue, set the invoice total label to dark blue, and use gray for borders.

Step 4: Adjust Fonts and Text Colors

Still within the Basic Customization window, select Change Font to adjust the text style and color for specific areas, such as company name, labels, or data fields.

For instance, you might:

• Use bold dark blue for headings.
• Apply dark gray for field names like “Invoice Number” or “Customer.”
• Keep item descriptions in standard black for clarity.

Be sure to maintain strong contrast between text and backgrounds to ensure readability in both digital and printed copies.

Step 5: Fine-Tune with the Layout Designer

If you want to position colored boxes or logos precisely, click Layout Designer.

Here, you can:

• Move or resize colored shapes.
• Add rectangles or lines to separate sections.
• Adjust logo placement relative to colored headers.

For example, you could draw a colored rectangle behind your company name to make it stand out. Use the Send to Back option to ensure text remains visible on top of the color block.

Step 6: Preview and Print Test

Before finalizing, click Print Preview to see how your invoice looks. Review the colors carefully to make sure everything is balanced and easy to read.

Then, print a sample invoice. Printed results often differ slightly from the screen due to printer calibration, so adjust colors as needed.

Subtle, soft colors usually print better than bright, saturated ones. If you use too much background color, printing may consume excessive ink, so it’s best to use light tints.

Step 7: Save Your Custom Template

Once you’re satisfied with your invoice colors and layout, click OK to save your changes. QuickBooks Desktop allows you to save multiple templates, each with unique color schemes.

You can name templates based on their purpose, such as “Standard Blue Invoice” or “Project-Specific Green Invoice.”

Design Best Practices for Using Color in Invoices

Adding color is a powerful way to personalize your invoices, but the right approach matters. Keep these principles in mind:

1. Use your brand colors.
Consistency builds recognition. Use the same shades as your logo or website. If your brand uses two main colors, apply one for headers and accents, and the other for smaller highlights.

2. Maintain readability.
Ensure all text remains clear. Dark text on a light background is ideal for most invoices. Avoid low contrast combinations such as yellow text on white or red text on black.

3. Keep it minimal.
Too many colors can look unprofessional. Stick to two or three colors maximum — a primary, a secondary, and a neutral (like black or gray).

4. Test print your design.
Always print a test invoice to see how colors look on paper. Adjust if they appear too dark, faded, or difficult to read.

5. Use color strategically.
Highlight key areas like totals, due dates, or section dividers. Subtle accents are more effective than large, distracting blocks of color.

6. Match your logo.
Your logo’s colors should guide the overall design. Repeating those colors in headings or borders makes your invoice look cohesive.

Common Issues

1. Colors not displaying correctly in print:
Check your printer settings to ensure color printing is enabled. Some printers default to grayscale.

2. Logo colors don’t match:
QuickBooks may slightly alter colors during upload. Use high-resolution PNG files for better accuracy.

3. Invoice appears cluttered:
Simplify your layout. Reduce unnecessary color blocks or text elements that compete for attention.

4. Clients complain about dark printouts:
Use lighter shades for large background areas. Save strong colors for small accents or headings.

Adding different colors to QuickBooks invoices is one of the simplest ways to transform plain financial documents into professional, branded communications. Whether you use QuickBooks Online or Desktop, the process is straightforward: upload your logo, choose your colors, adjust fonts, and preview the results until they perfectly match your company’s image.  Color enhances not only the aesthetic appeal of your invoices but also the perception of your business. A thoughtfully designed invoice communicates attention to detail, organization, and professionalism,  all of which strengthen your client relationships.  By following the steps in this guide and applying design best practices, you can create invoices that are not only functional but visually aligned with your brand identity, ensuring every transaction reflects the quality and consistency of your business.