How to Add Different Colors in Sage 50 Invoices

Customizing your invoices is one of the most effective ways to make your business communications more professional and visually appealing. Invoices are not just billing documents,  they are part of your company’s brand identity. Adding your company colors to invoices helps reinforce your brand image, enhances readability, and leaves a lasting impression on your clients.

If you use Sage 50 Accounting, you already have powerful customization tools built into the software. Although Sage 50 focuses primarily on financial management, it also provides flexible options for personalizing invoice layouts, including the ability to change fonts, borders, and colors.

Understanding Color Customization in Sage 50

Sage 50 includes a feature known as the Forms Designer or Report Designer, depending on the version you are using. This design tool allows users to modify invoice templates beyond basic text editing.  You can change layout elements, add logos, alter colors, and adjust spacing to create a personalized look that matches your company’s visual identity.

When you add colors to invoices in Sage 50, you are not merely decorating your documents; you are improving clarity and communication. For example:

• You can use a specific color for headings or totals to draw attention to important figures.
• You can match invoice elements to your company’s branding colors.
• You can apply subtle background shades to sections for a cleaner and more modern layout.

However, it is important to use color carefully. Overuse or poor contrast can make invoices difficult to read, especially when printed. The key is balance,  ensuring that your color choices enhance rather than distract.

Step 1: Access the Invoice Template in Sage 50

To add or change colors, you must first open the invoice template you wish to modify.

1. Launch Sage 50 Accounting and open your company file.
2. From the top menu, select Reports & Forms.
3. Choose Forms, and then select Invoices.
4. You will see a list of available invoice templates. Highlight the template you currently use.
5. Click Customize or Edit. This will open the Forms Designer window.

The Forms Designer displays your invoice layout in a grid format, showing all text fields, labels, and sections. This is where you will apply your color changes.

Step 2: Familiarize Yourself with the Forms Designer

Before making any edits, take a moment to explore the Forms Designer interface. It typically contains:

• Toolbar: Contains icons for selecting objects, adding text, drawing boxes, and formatting.
• Field List: Shows available data fields (like customer name, invoice number, and total).
• Design Area: Displays the actual invoice layout where you can move or edit elements.
• Properties Pane: Displays detailed settings for each selected item, including font, color, and size.

This is the control center where you’ll make all your visual adjustments.

Step 3: Select the Area to Apply Color

Decide which parts of your invoice you want to colorize. Common areas include:

• The header section (company name and logo).
• The column headers (such as “Description,” “Quantity,” “Price,” and “Total”).
• The totals section (subtotal, tax, and grand total).
• The background of specific sections or boxes.

You can select an area by clicking directly on it. When you click an element, a bounding box appears around it, and its properties become editable in the properties panel.

Step 4: Change Font Colors

One of the simplest ways to introduce color is by changing text colors. To change the font color:

1. Click the text field or label you want to modify.
2. In the Properties section, find the Font or Text Color setting.
3. Click on the color box or the color picker icon.
4. Choose your desired color from the palette or enter a custom RGB value to match your company’s branding.
5. Click Apply or OK to confirm.

Repeat this process for other text elements, such as section titles, customer details, or totals.

It is recommended to use darker colors (such as navy blue, dark gray, or forest green) for text, as they maintain readability both on screen and when printed in grayscale. Avoid overly bright or neon colors for essential information.

Step 5: Add Colored Shapes or Borders

To emphasize certain sections, you can add colored lines, rectangles, or borders.

1. From the Forms Designer toolbar, select the Rectangle or Line tool.
2. Draw the shape in the area where you want to apply color, such as behind the header or around the totals section.
3. Select the shape and open its Properties panel.
4. Under Fill Color, choose your desired background color.
5. Adjust the Line Color and Thickness if you want a border or outline.

You can place these shapes behind text by adjusting the layering order. To do this, right-click the shape and choose Send to Back or Send Backward until your text appears on top.  This technique allows you to create colored headers, shaded totals boxes, or accent lines that make your invoice look modern and polished.

Step 6: Add or Modify the Background Color

If you want to apply a color to the entire invoice background or to specific sections:

1. Click in the background area of the section you want to colorize.
2. In the Properties panel, look for the Background Color or Fill Color setting.
3. Choose a subtle, light shade that complements your brand colors.

Light pastel colors such as light gray, soft blue, or pale beige work well for backgrounds because they add definition without compromising readability. Avoid dark backgrounds, especially if you plan to print invoices on white paper.

Step 7: Apply Brand Colors

To maintain consistency, use your company’s official brand colors. Most companies have designated colors expressed in RGB (red, green, blue) or HEX codes. You can enter these color values manually in the color selection window.

For example:

• Company Blue: RGB (0, 102, 204)
• Company Gray: RGB (85, 85, 85)

Entering these exact color values ensures that your invoices match your company’s website, logo, and marketing materials.

Step 8: Customize the Totals Section

The totals section is one of the most important parts of any invoice. Adding color here helps draw attention to the final amount due.

To customize this section:

1. Select the Total or Grand Total field.
2. Change the Font Color to a slightly different shade, such as dark blue or green.
3. Optionally, create a colored rectangle behind the total value using the Rectangle tool, and set it to a light shade that contrasts nicely with the text.

Be sure that the total amount remains easily readable and does not blend into the background color.

Step 9: Insert and Match Your Company Logo Colors

If you have already added your company logo, use it as a guide for your color palette. If not, you can insert it now:

1. Go to Insert → Picture in the Forms Designer.
2. Browse for your logo file (typically a .jpg or .png).
3. Position it in the header area.
4. Use your logo’s primary and secondary colors to guide the rest of your design choices.

Matching invoice colors to your logo ensures a cohesive, professional appearance across all client-facing documents.

Step 10: Preview Your Invoice

After making your changes, save and preview the invoice before finalizing it.

1. Click File → Save As and give your customized invoice a new name (for example, “Invoice_ColorTemplate”).
2. Close the designer and return to the main Sage 50 window.
3. Open an invoice and select Email, Print, or Preview.
4. Review how the colors appear both on screen and in print preview.

Check for readability, alignment, and consistency. Make sure colored areas do not obscure text or overlap incorrectly.

Step 11: Test Print Your Invoice

Always perform a test print on your office printer before using the new design with customers.

Printing often looks slightly different from the on-screen preview because of printer settings, paper type, and color calibration. If colors appear too dark or light, return to the Forms Designer and adjust them accordingly.  A good rule of thumb is to use light background shades and strong, contrasting text colors. This ensures that even if the invoice is photocopied or printed in black and white, it remains legible.

Step 12: Set the Customized Invoice as Default

Once you are satisfied with your design, make it your default invoice template so it appears automatically when you create new invoices.

1. Go to Reports & Forms → Forms → Invoices.
2. Highlight your new colored invoice template.
3. Select Set as Default.

Now, every time you create or send an invoice, Sage 50 will use your newly customized, colored layout.

Step 13: Maintain Professional Design Standards

While adding color enhances visual appeal, professionalism and clarity should always remain the priority. Follow these best practices for invoice design:

• Keep it simple. Use no more than two or three colors in total.
• Ensure high contrast. Dark text on a light background is easiest to read.
• Stay consistent. Use your company’s brand colors across all documents.
• Avoid clutter. Too many shapes or blocks of color can distract from key details.
• Consider printing costs. Heavy color backgrounds can increase ink or toner usage.

Remember, your goal is not to create an artistic design but a clear, professional document that reflects your company’s identity.

Common Issues

1. Colors Not Showing on Printouts
If colors appear correctly on screen but not in print, check your printer settings. Ensure that the printer is set to print in color and that “Print Background Colors and Images” is enabled in your printer properties.

2. Colors Look Different on Different Screens or Printers
Variations can occur because monitors and printers interpret colors differently. Try adjusting the RGB values slightly or calibrate your printer for more accurate color reproduction.

3. Text Overlaps or Disappears Behind Shapes
Ensure that colored rectangles or shapes are positioned behind text fields. Right-click the shape and choose “Send to Back.”

4. Invoice Loads Slowly or Files Become Large
Using high-resolution images or large colored backgrounds can increase file size. Optimize your logo and use solid color fills instead of large images to keep performance smooth.

Step 14: Save and Backup Your Custom Template

Once your design is finalized, save it under a descriptive name. You may also want to create a backup of the customized form in case it needs to be reinstalled later.

Backup location:
Go to your Sage 50 data directory and locate the Forms folder. Copy your customized invoice form to an external drive or secure network folder.

This ensures you won’t lose your design if Sage 50 is reinstalled or upgraded.

Step 15: Review and Update Periodically

As your company evolves, so might your branding. Make it a habit to review your invoice design annually. Update logo colors, contact details, or layout elements as needed to ensure your invoices always reflect your current brand identity.

Adding different colors to invoices in Sage 50 is a straightforward process that delivers lasting benefits. Through the Forms Designer, you can personalize your invoices to match your company’s visual style,  changing text colors, adding backgrounds, and creating professional, branded layouts.  With careful color selection and thoughtful design, your invoices can look clean, modern, and consistent with your company’s image. This not only enhances professionalism but also helps your business stand out, creating a positive impression with every client interaction.  Whether you are emphasizing key financial figures, introducing your corporate palette, or simply modernizing your templates, Sage 50’s customization tools give you complete control over how your invoices look and feel.