Adding a Company Website in QuickBooks Desktop

QuickBooks Desktop remains a popular choice for businesses that prefer local software installation, offering robust features for inventory management, payroll, and advanced reporting. The process for adding your company website in QuickBooks Desktop differs slightly from QuickBooks Online, but it’s just as straightforward.

QuickBooks is one of the most widely used accounting solutions for businesses of all sizes, providing users with the ability to manage finances, track expenses, and handle payroll and taxes efficiently. But beyond its accounting features, QuickBooks also allows you to maintain important company information,  such as your business name, address, email, and website,  within your company profile.

Adding your company’s website to QuickBooks is a simple but valuable step. It ensures your invoices, estimates, and forms look professional, provides customers with easy access to your site, and helps maintain brand consistency. Whether you use QuickBooks Online or QuickBooks Desktop, this guide will walk you through everything you need to know about adding and managing your company website information.

Why Adding Your Company Website Matters

Before jumping into the steps, it’s worth understanding why adding your website is more than just a cosmetic update. Your website acts as the digital identity of your business—it’s often the first place customers go to learn more about your products, services, and company values. When your QuickBooks forms, such as invoices or estimates, display your web address, it creates a professional image and provides an easy way for clients to verify your legitimacy.

Here are a few key reasons to include your company website in QuickBooks:

1. Professional Branding
   When your company forms, emails, and invoices include a website, it reinforces your brand identity. It signals professionalism and builds trust with your customers and vendors.
2. Ease of Access for Clients
   Clients can visit your site directly from invoices or emails to learn more about your services, make online payments, or contact you.
3. Consistency Across Business Documents
   Keeping your business information—like your logo, address, and website—consistent across all QuickBooks documents ensures a unified brand presence.
4. Useful for Integrated Applications
   Some connected services or third-party apps use your company details from QuickBooks for syncing and online records. Having your website properly listed makes those integrations smoother.

Step 1: Open Your Company File

Launch QuickBooks Desktop and open your company file by selecting it from the list or browsing your computer. Make sure you have administrative permissions, as you’ll be editing company details.

Step 2: Access Company Information

From the top menu bar, click Company, and then select My Company. This opens a window displaying your company’s general information.

Step 3: Edit Your Company Information

In the My Company window, you’ll see a summary of your company profile, including your company name, address, contact information, and logo. To make changes, look for the Edit or Pencil icon—usually in the upper right corner of the window—and click it.

Step 4: Add or Update the Website Field

Within the editing window, locate the Company Information section. There will be fields for your company name, legal name, EIN, address, phone number, and email. You should also see a Website field.

Enter your full company web address in this field. Again, make sure you use the correct format—preferably the full URL starting with “https://” to ensure it’s clickable or readable in your forms.

Example:

https://www.yourcompany.com

Step 5: Save and Close

After entering your website, click OK or Save, depending on your QuickBooks Desktop version. Your company information, including the website, will now be stored in your company profile.

Step 6: Verify Your Changes

To confirm that the website displays correctly, try previewing a form such as an invoice or estimate. Go to Customers → Create Invoices, then preview an existing invoice or create a new one. Your company header should include your website below the address and phone number.

If it does not appear, you can customize the template.

Adding the Website to Your Invoice Template 

If your company website doesn’t show on invoices or other forms, you can modify your templates. Here’s how:

1. From the top menu, go to Lists → Templates.
2. Choose the form template you want to edit (for example, “Custom Invoice”).
3. Right-click the template and select Edit Template.
4. In the Basic Customization window, look for the “Company & Transaction Information” section.
5. Make sure the Website checkbox is selected so that your website appears on your forms.
6. Click OK to save your settings.

Now, when you create or send invoices, your customers will see your website displayed alongside your other business information.

Common Issues When Adding a Company Website

Although adding your website is generally straightforward, a few common issues can occur. Here’s how to address them.

1. Website Doesn’t Appear on Invoices or Estimates

This usually happens when the form template isn’t configured to display your website field. As described earlier, you’ll need to customize the form in either QuickBooks Online or Desktop and enable the Website option in the header or company information section.

2. Incorrect Website Link Format

If your website doesn’t display properly or isn’t clickable, double-check the format. Always use the correct URL structure, such as https://www.example.com. Avoid adding unnecessary punctuation or spaces.

3. Old Information Showing Up on Printed Forms

Sometimes QuickBooks caches old company data on templates. If you’ve updated your website but the old address still appears on printed documents, try closing and reopening QuickBooks or reselecting the template in your form settings.

4. Missing Permissions

In QuickBooks Desktop, only users with administrative rights can edit company information. If you don’t see the option to change your website, you may need to ask the account administrator for access.

Best Practices

Adding your website is just one part of maintaining accurate company information in QuickBooks. Here are a few best practices to keep your data organized and up-to-date.

1. Review Company Info Periodically
   Set a reminder to review your company profile every few months. Ensure that your address, phone number, website, and tax information are all current.
   
2. Keep Branding Consistent
   Use the same logo, colors, and contact details across your QuickBooks forms and other platforms. This consistency reinforces brand trust.
   
3. Use Secure Links
   Always use “https://” instead of “http://” for your website. This not only ensures better security but also reflects professionalism when customers see it on official documents.
   
4. Double-Check Before Sending Documents
   Preview invoices and estimates before emailing them to clients. Ensure that your website appears correctly in the header and is free of typos.
   
5. Integrate with Online Payments (Optional)
   If your website supports online payments, linking it through QuickBooks’ payment options can make it even easier for customers to pay directly.

Adding your company website to QuickBooks might seem like a small detail, but it plays an important role in maintaining your professional image and ensuring your customers can easily connect with your business. Whether you’re using QuickBooks Online or QuickBooks Desktop, the process is quick and straightforward.  By including your website in your company profile, you create a more cohesive and credible brand presence. Your invoices, estimates, and forms will look more polished, and your clients will have a convenient way to reach you or learn more about your services. It’s one of those simple updates that pays off in customer trust and professional appearance.

Take a few minutes to log in to your QuickBooks account, open your company settings, and ensure your website is added and displayed correctly. Once it’s done, every document you send will reflect the professionalism and credibility your business deserves.