How to Create a New Estimate Template in QuickBooks

Estimates are essential for many service-based businesses and contractors. They provide a clear breakdown of proposed work and pricing, helping customers understand what to expect before agreeing to move forward. In QuickBooks, you can create custom estimate templates that reflect your brand, style and specific business needs.

Whether you are using QuickBooks Online or QuickBooks Desktop, setting up a tailored estimate template can help present your business professionally and improve customer communication. This article walks you through the full process, including how to access templates, customise them and apply them to your future estimates.

Why customise estimate templates?

A default estimate may not fully reflect your business. Customising a template lets you:

• Add your logo and branding

• Adjust layout, columns and headers

• Include standard terms and conditions

• Highlight VAT or discounts clearly

• Present a more professional, client-focused document

Having the right template also ensures consistency, especially if multiple people in your business create quotes.

Creating a new estimate template in QuickBooks Online

To create or customise an estimate template in QuickBooks Online, follow these steps:

Start by clicking the gear icon in the top right corner, then select “Custom form styles” under the “Customisation” section. This is where you manage templates for estimates, invoices and sales receipts.

Click the “New style” button, then choose “Estimate” from the options. You will now see the template editor.

You can give your template a name and begin editing the design. The editor has several tabs:

• Design lets you upload a logo, choose fonts and colours, and adjust how your form is laid out

• Content allows you to add or remove sections, such as header and footer information, and edit the labels used for each field

• Emails gives you control over the default subject line and message when sending the estimate by email

Use the preview window on the right to see changes as you make them. Once you are satisfied, click “Done” to save the new template. You can now apply it when creating a new estimate.

When you create an estimate, select your custom template from the drop-down list next to “Customise” at the bottom of the form.

Creating a new estimate template in QuickBooks Desktop

QuickBooks Desktop offers more layout control, especially in Pro, Premier and Enterprise editions. To create a new estimate template, open an estimate form and click the “Formatting” tab, then choose “Manage Templates.”

From here, you can duplicate an existing template by selecting it and clicking “Copy.” This is a good starting point, as it retains the format and fields already in use.

Give your new template a name, then click “OK” to enter the layout designer. This tool allows you to move or hide columns, change fonts and field labels, and add images or text boxes.

You can also access the “Additional Customisation” settings to fine-tune the header, columns and footer. These options let you include custom fields like job reference numbers, PO numbers or delivery dates.

Once saved, your new template will be available whenever you create an estimate. You can set it as the default or select it manually on each job.

Things to consider when designing estimate templates

Before finalising your template, think about what information your customers need to make a decision. A good estimate should be clear, accurate and tailored to your industry. Avoid unnecessary clutter or technical language that clients may not understand.

If you charge VAT, make sure tax is clearly displayed and broken down. If you offer discounts, consider adding a field to show this clearly. Terms and conditions should also be included where applicable, even if brief.

You can also include payment terms, validity period for the quote and a space for client acceptance, depending on how you operate.

Final thoughts

Creating a custom estimate template in QuickBooks is a valuable step in professionalising your business documents. It helps you make a positive first impression, reduces client confusion and supports faster approval of quotes.

Whether you are using QuickBooks Online or Desktop, the tools are available to build a template that works for you. Take time to experiment with layout and content, and don’t be afraid to revise your template over time as your business evolves.