How to Add Footer in QuickBooks Desktop

QuickBooks Desktop is one of the most widely used accounting programs for small and medium-sized businesses. It offers extensive customization options that allow users to personalize their invoices, sales receipts, estimates, and other business forms. One of the most useful and often overlooked customization features is the footer,  a section typically located at the bottom of your form. Adding a footer in QuickBooks Desktop can help you include critical information such as payment terms, legal disclaimers, company mottos, contact details, or a simple “thank you” note for customers.

If you have ever wanted to know how to add a footer in QuickBooks Desktop, this article walks you through the process in complete detail. You’ll learn not just how to do it, but also why it matters, what you can include, and how to make sure your footer appears exactly the way you want it to on your printed or emailed forms.

Understanding the Purpose of a Footer

Before diving into the steps, it’s important to understand what a footer is and why it’s useful in QuickBooks Desktop.  A footer is the area at the bottom of a document or form. In accounting forms, this section is ideal for including extra information that supports your business communication but doesn’t belong in the main body of the form. For example:

• Payment instructions (such as “Please make all checks payable to XYZ Company”)
• Tax information or legal disclaimers
• Promotional messages or seasonal greetings
• Contact information like phone number, email, or website
• Bank account details for wire transfers
• Thank-you messages to reinforce customer relationships

Adding a footer helps present your business as more professional and transparent, improves client communication, and can even reduce follow-up inquiries by providing information upfront.

Where You Can Add a Footer in QuickBooks Desktop

QuickBooks Desktop allows you to add a footer to several types of forms, including:

• Invoices
• Estimates
• Sales Receipts
• Credit Memos
• Purchase Orders

Each form has its own layout and customization window. You can modify the footer individually for each form type, or you can copy the same footer text across all forms for consistency.

Accessing the Form Customization Settings

To add or edit a footer, you must access the Layout Designer or the Additional Customization window in QuickBooks Desktop. These tools are found within the form customization settings.

Follow these steps to access the customization area:

1. Open QuickBooks Desktop.
   Launch your company file and ensure you’re logged in as the Admin user or a user with permission to modify templates.
2. Open a Form Template.
   From the top menu bar, go to Lists and select Templates. This opens the Templates List, which displays all available templates for your company.
3. Select the Template You Want to Edit.
   Scroll through the list and double-click the template you want to modify—such as your default Invoice template. This opens the Basic Customization window.
4. Open Additional Customization.
   In the Basic Customization window, click the button labeled Additional Customization. This is where you’ll find sections for the Header, Columns, Footer, and Print options.

Once you’re in the Additional Customization dialog box, you’re ready to start adding your footer.

Adding a Footer in QuickBooks Desktop

In the Additional Customization window, you’ll see several tabs. To add a footer, you’ll focus on the Footer tab.

Step 1: Open the Footer Tab

Click on the tab labeled Footer. This tab displays a list of available fields that can be included at the bottom of your form, such as “Customer Message,” “Total,” “Balance Due,” and other financial summaries.

Step 2: Enable Footer Fields

Each field has two checkboxes:

• Screen – controls whether the field appears on your computer screen when filling out the form.
• Print – controls whether the field appears on the printed or emailed version of the form.

If you want a footer message to appear on the form when you print or email it, make sure the Print checkbox is selected.

Step 3: Add a Custom Message

If you’d like to add a personalized message, look for a field labeled Customer Message or Message on Invoice (depending on your form type). Type your custom message directly into the text box next to this field. For example:

“Thank you for your business! Please remit payment within 30 days.”

You can enter up to 101 characters in this field. If you need to include a longer message, you can instead insert a text box in the Layout Designer, which offers more flexibility.

Using the Layout Designer for More Advanced Footers

The Layout Designer gives you control over the visual layout of your form. This tool is particularly useful if you want to position your footer precisely or add multiple text lines.

Step 1: Access the Layout Designer

From the Additional Customization window, click Layout Designer at the bottom right. This opens a visual editor showing how your form will appear when printed.

Step 2: Add a Text Box

In the Layout Designer toolbar, select Add and then Text Box. A new text box will appear on your form.

Step 3: Enter Your Footer Text

Click inside the text box and type your desired footer content. You can include any information you like—payment terms, contact details, or a professional closing note. For instance:

“Payment is due upon receipt. Thank you for your prompt attention to this invoice.”

Step 4: Position the Footer

Click and drag the text box to the bottom of the page. You can adjust its alignment and position using the arrow keys for finer control. Ensure the text box does not overlap with the total or signature areas.

Step 5: Format the Text

You can customize the appearance of the text by selecting Properties. Here you can adjust font type, size, color, and alignment. A smaller, italicized font often works well for footer notes.

Step 6: Preview and Adjust

Once you’ve positioned and formatted your footer, click OK to close the Layout Designer. Then select Print Preview to see how your form will look. If the footer appears too high or overlaps other fields, return to the Layout Designer to reposition it.

Adding Company Information to the Footer

QuickBooks Desktop can automatically include certain company details in your footer, such as your company name, address, phone number, or website. To adjust these:

1. Open Additional Customization again.
2. Go to the Footer tab.
3. Select the fields you want to include by checking Screen and Print boxes.
4. If you want the information to pull directly from your company profile, make sure your company details are correct by going to Company > Company Information.

This ensures that if your address or contact details change, your footer will update automatically.

Saving and Applying the Customized Template

Once you’re satisfied with your footer and other customizations, click OK to save your changes. QuickBooks will prompt you to name the template if it’s new. It’s best to give it a clear name like “Invoice with Footer 2025” so you can easily identify it later.

To make this template your default:

1. Go to Lists > Templates.
2. Right-click the customized template and choose Make Default.

Now, every time you create a new invoice or estimate, QuickBooks will use your customized form with the footer automatically included.

Tips for Creating Effective Footers

Adding a footer is simple, but creating one that looks professional and serves your business well takes a bit more thought. Here are some best practices to consider:

1. Keep It Short and Clear.
   A footer should be concise. Avoid cluttering it with too much information. Stick to one or two short sentences that convey your message clearly.
2. Use Professional Language.
   Your footer represents your brand. Maintain a polite and professional tone, especially if your message involves payment reminders.
3. Highlight Important Details.
   Use the footer to include payment instructions, bank information, or tax identification numbers. This saves your clients from searching for this information elsewhere.
4. Be Consistent Across Forms.
   If you use multiple forms like invoices, estimates, and receipts, keep your footer design and wording consistent. This reinforces your brand identity.
5. Add a Personal Touch.
   Including a simple “Thank you for your business!” goes a long way toward maintaining good customer relationships.
6. Test Before Sending.
   Always preview your forms before printing or emailing them to ensure the footer appears correctly aligned and formatted.
7. Avoid Overlapping Elements.
   In Layout Designer, make sure your footer doesn’t overlap with other fields such as totals or notes.
8. Consider Legal Disclaimers.
   If your business requires disclaimers—such as “All sales are final” or “Late fees apply after 30 days,”the footer is an ideal place to include them.

Troubleshooting Common Footer Issues

Even with careful customization, you may occasionally run into problems with your footer. Here are some common issues and their solutions:

• Footer Doesn’t Appear on Printed Form:
  Check the Print checkbox in the Footer tab under Additional Customization. If unchecked, the footer will not print even if it appears on the screen.
• Text Is Cut Off or Misaligned:
  Adjust the position of your text box in the Layout Designer. Ensure it’s not too close to the page margin.
• Changes Don’t Save:
  Make sure you clicked OK (not just Cancel) when exiting the Layout Designer and Additional Customization windows.
• Footer Only Appears on Some Forms:
  You may have multiple templates in use. Check which template is set as the default and make sure the footer is added to that one.
• Text Overlaps Totals or Fields:
  Use the Layout Designer grid and alignment tools to move your text box lower. You can also reduce the font size.

Why Customizing a Footer Adds Value to Your Business

While adding a footer may seem like a minor detail, it contributes significantly to your company’s professionalism and communication efficiency. Here’s why it matters:

• Enhances Branding:
  A well-designed footer reflects consistency and attention to detail, strengthening your business’s brand image.
• Improves Communication:
  Customers have quick access to payment and contact details without needing to ask for clarification.
• Encourages Timely Payments:
  A clear statement of payment terms can reduce delays and misunderstandings.
• Supports Legal Compliance:
  Certain industries require that specific disclaimers or tax details appear on invoices;  placing these in your footer keeps your business compliant.
• Saves Time:
  Once added, your footer automatically appears on every form, saving you from typing repetitive notes manually.

Adding a footer in QuickBooks Desktop is a small but powerful customization that enhances your company’s professional image, streamlines communication, and ensures important details appear consistently on all your financial documents. Whether you’re adding a simple thank-you note or detailed payment instructions, QuickBooks Desktop makes it easy to tailor your forms to suit your business’s needs.  By understanding how to use both the Additional Customization and Layout Designer tools, you can create a clean, informative, and visually appealing footer that communicates exactly what you need your customers to know.

With the right footer in place, every invoice or sales receipt you send becomes a reflection of your company’s attention to detail, reliability, and professionalism,  qualities that can set you apart in today’s competitive business environment.