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How do I customize Invoices?

Invoices allow you to bill for products and/or services to your clients, but they are also a reflection of your business. FreshBooks has some great Invoice customization options available to you, so you’re able to create Invoices both you and your Clients love.

Here’s what you can customize:

Invoice Headers

By default, FreshBooks Invoices have headings at the top of all line items for both Items and Tasks.

The Items header has Item Name, Description, Unit Cost and Qty:


The Tasks header has Task Name, Time Entry Notes, Rate and Hours:


You can change the headings temporarily or permanently with the below steps:


  1. Go to Settings
  2. Click on the Template sub-tab
  3. In the How do you bill? Section, choose your options (to show Items only, or Time only, or both)
  4. Click Save to finish.


While creating or editing an Invoice, click on the Add Line button at the bottom. Then click to Add Time Entry (Tasks header) or Add Item (Item header).


Templates determine the look and layout of your Invoices. Choosing a template means that every Invoice and Estimate you create will automatically have this template by default.

To change your template:

  1. Go to Settings (top right)
  2. Click on the Template sub-tab
  3. Choose your template design and click Save to finish.

Note: this will only change the template for new and future Invoices. Your existing Invoices will remain on whichever template they were created with initially.

For more information on Templates, check out this link.

Colors & Logos

You can customize the menu colour of your FreshBooks account and upload a logo. You have the option of uploading either a web-friendly and/or a print-friendly (high resolution) logo.

You can reach this page by going to Settings and clicking on the Colors & Logo sub-tab.

Choose your Menu Color and upload your logo, and click Save to finish.

You can read more about Color & Logos here.


Setting up some Terms is a great way to make sure you and your Clients are on the same page and receive payment faster. You can specify payment instructions like bank transfer information, legal content, and with payment instructions, billing information, or even a thank you message.

To set up Default Terms to apply to all future Invoices, follow these steps:

  1. Go to the Invoices tab
  2. Click edit next to any Invoice, or click on the + New Invoice button
  3. In the Terms area at the bottom, click on the Set Default Terms link
  4. Set_Default_Terms_Link

  5. In the Default Terms tab, edit the text to your preference, and click Save to finish
  6. Default_terms_box

  7. You can now Save the Invoice, or exit the Invoice, and your new Default Terms are remembered for future Invoices moving forward.


The currency can be changed on an Invoice or a Client profile with the below steps:


  1. Go to the Invoices tab
  2. Click on the edit link next to the Invoice you want to edit
  3. Under the Client’s name, you’ll see the currency code (e.g., CAD or USD). Click on it
  4. Change the currency and click Save to finish.

Client Profile

  1. Go to the People tab
  2. Click on the edit link next to the Client you want to edit
  3. Under the Client’s name, you’ll see the currency code (e.g., CAD or USD). Click on it
  4. Change the currency and click Save to finish.


You can change the language by going to the People tab and clicking edit. Under their Organization Name, click on English (or the language displayed) and make the changes.

For the full list of languages, go here.

Late Payment Reminders & Fees

Even the most reliable Clients can sometimes forget about the occasional Invoice. Setting up late Invoice reminders in your account lets you gently (or harshly!) remind them about unpaid Invoices without lifting a finger.

Late Payment Fees will automatically charge a percentage or flat fee to your Invoices that age past a set deadline. This is a great way to have your Clients pay their Invoices on time.

To enable Late Payment Reminders, use these steps:

  1. In your FreshBooks account, click on your Settings link at the top-right of the scree
  2. In the sub-navigation, click on the Emails link
  3. Click on the Late Payment Reminders edit link
  4. You can configure up to three different late notices at intervals of your choosing. Be sure to put a check in the checkbox to turn it on, and set how many days following the Invoice date you would like the reminder to go out
  5. Click Save when you’re done.

For Late Payment Fees, refer to the below:

  1. Head to the Invoices tab, then click the + New Invoice button. You can also edit an existing Invoice
  2. Click on the Set Default Terms link in the bottom left
  3. Click the Late Payment Fees tab
  4. Click on the checkbox for Enable Late Payment Fees for all Invoices. This will bring up some options for late payment fees that you can set
  5. Once you’ve configured your late fees, click Save to finish and continue with the rest of your invoice.

For more information on how to enable or disable reminders and fees for individual clients, check out this article here.