How to Create a New Estimate Template in QuickBooks

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Creating a new estimate template in QuickBooks is one of the simplest ways to make your quotes look professional, consistent, and aligned with your brand. Estimates are often the first formal document a potential customer sees, so layout, clarity, and wording matter more than many businesses realise. A clear and well-designed estimate can improve conversion rates, reduce follow-up questions, and set expectations properly from the start.

In this guide I will walk you through how to create a new estimate template in QuickBooks step by step, using UK conventions and practical explanations. I will also explain how templates work in QuickBooks, what you can and cannot customise, and the common mistakes I see when businesses rush this process. By the end, you should be able to create an estimate template that looks professional and works smoothly with your wider bookkeeping and invoicing.

This guide applies to QuickBooks Online, which is the version most UK businesses use.

What an estimate template is in QuickBooks

An estimate template controls how your estimates look when they are sent to customers or downloaded as a PDF. It does not change the underlying figures or calculations, but it does control presentation and wording.

An estimate template determines:

• The layout of your estimate

• Your logo and branding

• Which fields appear or are hidden

• Wording such as titles and footers

• Whether VAT is shown clearly

Templates apply across all estimates unless you switch between styles.

Why it is worth setting up a custom estimate template

Many businesses use the default template and never revisit it. That is usually a missed opportunity.

A custom estimate template can:

• Reinforce your brand and credibility

• Make pricing clearer for customers

• Reduce disputes or confusion later

• Align estimates with invoices and statements

• Save time by including standard wording

In my experience, businesses that present clear estimates are paid faster and questioned less.

What you need before you start

Before creating a new estimate template, make sure you have:

• Access to QuickBooks as an admin user

• Your company logo ready

• A clear idea of how you want estimates to look

• Decisions made about VAT display and wording

You do not need to create an estimate first. Templates are managed separately in settings.

Step one, open the custom form styles area

All estimate templates in QuickBooks are created through Custom Form Styles.

To get there:

• Log into QuickBooks

• Click the ⚙️ gear icon in the top right

• Select Custom form styles

This area controls templates for:

• Estimates

• Invoices

• Sales receipts

Each document type has its own styles.

Step two, choose to create a new estimate style

Once you are in Custom Form Styles:

• Click New style

• Choose Estimate

QuickBooks will create a new estimate style based on a default layout, which you can then customise.

You can name this style immediately or rename it later.

Step three, give your estimate template a clear name

Naming matters more than people expect, especially if you have multiple templates later.

Good examples include:

• Standard Estimate

• Fixed Price Estimate

• Trade Estimate

• Detailed Estimate with Breakdown

Avoid vague names like Template 1 or New Style, as they cause confusion later.

Step four, upload your logo and branding

The first customisation area is usually branding.

Here you can:

• Upload your company logo

• Adjust logo size and position

• Choose brand colours

• Select font styles

Your logo should be:

• High quality

• Clear on white background

• Not overly large

Brand colours should match your website or other documents where possible.

Step five, customise the estimate header

The header is where QuickBooks displays key information.

You can customise:

• Document title, for example Estimate or Quotation

• Company name and address

• Customer details

• Estimate number

• Issue date and expiry date

In the UK, it is often helpful to:

• Use the title Estimate or Quotation rather than Quote

• Include a validity period such as Valid for 30 days

Clear headers reduce misunderstandings later.

Step six, adjust the table layout for line items

This section controls how your pricing is shown.

You can choose whether to show:

• Product or service name

• Description

• Quantity

• Rate

• Line total

• VAT per line or as a summary

For most UK businesses, clarity improves when:

• Descriptions are visible

• VAT is clearly separated

• Totals are easy to identify

If you offer detailed services, allowing longer descriptions is usually beneficial.

Step seven, configure VAT display correctly

VAT presentation is one of the most important parts of an estimate template.

In the VAT section, you can choose:

• Whether prices are shown inclusive or exclusive of VAT

• Whether VAT is shown per line or as a total

• Whether the VAT rate is visible

Most VAT registered UK businesses choose:

• Prices exclusive of VAT

• VAT shown clearly at the bottom

• A clear VAT total

This avoids confusion and protects you if a customer later disputes pricing.

Step eight, add custom messages and terms

QuickBooks allows you to add standard messages that appear on every estimate.

Common examples include:

• A short thank you message

• Payment or acceptance terms

• Validity period

• Next steps for acceptance

For example, you might include wording such as:

• This estimate is valid for 30 days from the date shown

• Work will commence once the estimate is accepted

These messages save time and set expectations clearly.

Step nine, review and preview the estimate template

Before saving, always preview the template.

Use the preview function to check:

• Spacing and alignment

• Readability on screen and PDF

• VAT clarity

• Logo positioning

This is where you catch issues like text being cut off or totals not standing out enough.

Step ten, save the estimate template

Once you are happy:

• Click Save

• The new estimate template will now be available

QuickBooks will not automatically apply it to existing estimates. It applies when creating new ones.

Step eleven, set the new template as default if required

If you want this template to be used every time:

• Go back to Custom form styles

• Find your new estimate style

• Select Make default

You can still switch styles manually when creating individual estimates if needed.

How to use the new estimate template

When creating a new estimate:

• Go to Sales

• Select Estimates

• Click New estimate

If the template is set as default, it will apply automatically. If not, you can choose the template from the style selector on the estimate screen.

Can you have multiple estimate templates

Yes, and this is often very useful.

You might have:

• A simple estimate for small jobs

• A detailed estimate for larger projects

• A template without VAT for non VAT customers

QuickBooks allows multiple templates, but only one default per document type.

Common mistakes when creating estimate templates

Over the years, I see the same issues repeatedly.

Forgetting VAT clarity

Unclear VAT presentation causes disputes later.

Overcrowding the template

Too much information can overwhelm customers.

Using informal wording

Estimates are commercial documents, clarity and professionalism matter.

Not previewing before saving

Small layout issues are easy to miss without previewing.

What estimate templates do not control

It is important to understand the limits.

Estimate templates do not:

• Change VAT calculations

• Override product or service settings

• Change numbering sequences

• Control acceptance workflows

They control appearance and wording, not accounting logic.

Estimates versus invoices in QuickBooks

Although they look similar, estimates and invoices are separate document types.

Key differences:

• Estimates are non binding until accepted

• Invoices create accounting entries

• Templates are managed separately

Make sure you customise both if you want a consistent look.

When to update your estimate template

You should review estimate templates when:

• Your branding changes

• VAT registration status changes

• Pricing structure changes

• You receive repeated customer questions

Templates are not set once and forgotten.

How I advise clients on estimate templates

When helping clients with QuickBooks setup, I usually recommend:

• Keeping the estimate template simple

• Making VAT obvious

• Including a clear acceptance process

• Matching estimates and invoices visually

A good estimate reduces admin later, which is the real benefit.

Troubleshooting common issues

If your estimate does not look right:

• Check which template is applied

• Review VAT settings in QuickBooks

• Confirm product VAT rates

• Preview the template again

Most issues are caused by settings rather than system errors.

Final thoughts

Creating a new estimate template in QuickBooks is a small task that can make a big difference. Estimates are often the first step in the sales process, and how they look affects how your business is perceived.

In my experience, businesses that invest a little time in setting up clear and professional estimate templates see fewer disputes, faster approvals, and smoother invoicing. Once set up, the template works quietly in the background, saving time on every estimate you send.

If you are using QuickBooks regularly, reviewing your estimate template is one of the easiest wins available. Take the time to get it right once, and it will pay you back every time you quote a customer.

You may also find our guidance on how to email invoices from quickbooks and how to pay a quickbooks invoice helpful when exploring related accounting software tasks. For a broader overview of software options and setup guidance, you can visit our accounting software hub.