Easy Tech TutsHow to Set Up Default Templates in QuickBooks Online Easily 2026
By Impran M N
Recreating the same formatting for every invoice or estimate wastes time you could spend elsewhere. This guide explains how to set up default templates in QuickBooks Online so your financial documents stay consistent without manual reformatting each time. It's for freelancers and small business owners who send similar documents regularly.
01Access template settings
Navigate to the custom form styles or template settings area within QuickBooks Online.
02Create a new template
Start a new template and choose the layout and design elements you want to appear on invoices, estimates, or other documents.
03Customize the template
Adjust fonts, colors, and fields so the template reflects your brand and includes the information you consistently need.
04Set it as your default
Save the template and mark it as the default so it's automatically applied to new invoices or estimates going forward.
05Maintain template consistency
Review your templates periodically to keep them updated as your branding or business information changes.
Frequently asked questions
Can I create different templates for invoices and estimates?
Yes, QuickBooks Online allows you to create and set separate default templates for different document types.
Will changing the default template affect past invoices?
No, previously created documents keep their original formatting — only new documents use the updated default.
Can I switch templates for a single invoice without changing the default?
Yes, you can select a different template for an individual document while keeping your overall default unchanged.
Is setting up templates useful for freelancers with few clients?
Yes, even with a small client base, consistent templates save time and create a more professional impression.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
