Changing Fonts and Colors in QuickBooks

Customizing the look and feel of your invoices in QuickBooks helps your business project professionalism, strengthens your brand identity, and makes your invoices easier for clients to read and recognize. QuickBooks allows users to adjust fonts, colors, layouts, and logos,  but the process differs depending on whether you’re using QuickBooks Desktop or QuickBooks Online.

QuickBooks Desktop gives you powerful control over your invoice design through its Template Editor and Layout Designer. These tools let you modify almost every visual element—from text and borders to background shading and spacing.

Step 1: Open the Templates List

1. Launch QuickBooks Desktop.
2. From the top menu bar, select Lists → Templates.
3. A new window will appear showing all templates for invoices, estimates, sales receipts, credit memos, etc.
4. Find the invoice template you want to modify. The active or default template will usually have a check mark next to it.

Step 2: Choose the Template to Edit

1. Highlight your desired invoice template (for example, “Custom Invoice” or “Intuit Product Invoice”).
2. Right-click on the template name and choose Edit Template.
3. The Basic Customization window opens, where you can adjust logo placement, company info, and color options.

Step 3: Change the Basic Design and Colors

1. At the top of the Basic Customization window, you’ll see options to use logo, select color scheme, and change fonts.
2. To adjust colors, click Select Color Scheme or Customize Colors.
3. Choose a pre-set color scheme (such as “Ocean,” “Forest,” or “Professional”) or customize individual elements manually.
4. Elements you can recolor include:
   • Form background
   • Grid lines
   • Header and label text
   • Total boxes
   • Accent lines or shading
5. After each change, click Preview to see how the colors appear on your invoice.

Step 4: Change Fonts for Different Sections

1. In the Basic Customization window, click Change Font next to each section you want to edit.
2. You’ll see options to modify:
   • Company Name
   • Company Address
   • Invoice Title (e.g., “INVOICE”)
   • Item Headers (e.g., Description, Quantity, Rate)
   • Item Data (actual transaction rows)
   • Total Labels (e.g., Subtotal, Tax, Total)
3. For each section, click Change Font, choose your desired font type, size, style (bold, italic, underline), and color.
4. Click OK to confirm each change and preview the results.

Step 5: Open the Layout Designer for Advanced Customization

If you want more precise control over positioning, spacing, and visual design:

1. Click Layout Designer at the bottom of the customization window.
2. The Layout Designer opens with a visual view of your invoice.
3. Here, you can:
   • Move fields and labels by clicking and dragging.
   • Resize text boxes or data fields.
   • Add or remove lines, boxes, or shaded areas.
   • Adjust alignment and spacing to ensure everything looks balanced.
4. To change fonts or colors in the Layout Designer:
   • Select any text box (like “Bill To” or “Invoice Date”).
   • Click Properties.
   • From here, adjust font type, size, color, and alignment.
   • For colored boxes or backgrounds, select the box and use the Fill Color option to choose a new shade.
     

Step 6: Preview, Save, and Set as Default

1. Click Print Preview to review your updated design.
2. If the colors or fonts don’t look right, return to the customization tools and make adjustments.
3. Once satisfied, click OK → Save.
4. To make this your main invoice, go back to Lists → Templates, right-click the template, and select Make Default.
   

Changing Fonts and Colors in QuickBooks Online

QuickBooks Online (QBO) uses a simpler, web-based design tool for customizing invoices. While it’s not as detailed as Desktop, it still provides solid options for changing fonts, colors, and layouts.

Step 1: Open Custom Form Styles

1. Sign in to your QuickBooks Online account.
2. Click the Settings (Gear Icon) in the upper right corner.
3. Under Your Company, choose Custom Form Styles.
4. Here, you’ll see all the templates for invoices, estimates, and sales receipts.
   

Step 2: Create or Edit a Style

1. To modify an existing template, click Edit beside its name.
2. To start fresh, click New Style → Invoice.
3. A customization window opens with four tabs: Design, Content, Emails, and Payments.
   • You’ll be working mostly in the Design and Content tabs.

Step 3: Change Design and Colors

1. Under the Design tab, click Try another template if you want a different layout style (e.g., Airy, Bold, Friendly, Modern).
2. Next, click Edit Colors.
3. You’ll see a color palette for accent and text colors. Choose one that matches your company’s logo or branding.
   • Accent color affects header lines, titles, and totals.
   • Background color applies to the overall form area.
   • Text color can be set for headers and main content.
4. You can enter a HEX color code (like #004AAD) for an exact match to your brand colors.

Step 4: Change Fonts and Text Sizes

1. In the same Design section, click Edit Fonts.
2. Choose a font style (QuickBooks Online offers options such as Modern, Classic, and Contemporary).
3. You can adjust font size for:
   • Header text
   • Company name and details
   • Invoice title and labels
   • Line item section (description, quantity, rate, and amount)
4. Preview changes instantly on the right-hand side.
   

Step 5: Modify Form Content

1. Go to the Content tab to further customize how information appears.
2. Hover over each section (Header, Table, or Footer) and click the Edit icon (✏️).
3. You can toggle which fields appear, such as terms, PO number, or custom messages.
4. Changing fonts or colors here reflects the settings from your Design tab.

Step 6: Preview, Save, and Apply

1. Click Preview PDF to see exactly how your invoice will look to customers.
2. If something doesn’t look right, return to the Design tab and tweak your settings.
3. When satisfied, click Done to save your custom invoice style.
4. To make it your default invoice template:
   • Go back to Custom Form Styles
   • Click the drop-down beside your preferred template and choose Make Default.

Tips

• Use consistent branding. Match your logo colors, fonts, and tone to your website or business cards.
• Keep it clean. White space improves readability and makes invoices look modern.
• Use color for emphasis, not decoration. Reserve bright colors for totals or key headers.
• Preview and print test invoices. Colors may appear different on screen than on paper.
• Save backup copies of templates before experimenting with new layouts.

Conclusion

Changing fonts and colors in QuickBooks invoices is a powerful way to make your billing documents more professional and visually consistent with your brand. Whether you’re using QuickBooks Desktop or QuickBooks Online, the customization tools let you control every visual aspect—from typefaces and text size to header colors and logos. With careful design choices and a little experimentation, your invoices can communicate professionalism, clarity, and your business’s unique style every time you send a bill.