How to Set Up Different Customized Layouts for Each Company in QuickBooks

If you manage multiple companies within QuickBooks, you may wonder:
“Can I have different customized layouts for different companies on my account?”

The short answer is yes—but with important conditions. QuickBooks allows you to create and manage customized layouts separately for each company file, helping you maintain unique branding, formatting, and reporting styles for every business you handle.

In this blog, we’ll explain how customized layouts work in QuickBooks, how to set them up for different companies, common limitations, and best practices to avoid confusion. If you need expert help, you can always contact QuickBooks Support at 844-753-8012.

Understanding Customized Layouts in QuickBooks

Customized layouts in QuickBooks allow you to personalize documents such as:

• Invoices

• Sales receipts

• Estimates

• Purchase orders

• Reports

You can customize layouts by adjusting:

• Logo and branding

• Fonts and colors

• Column placement

• Fields and labels

• Footer messages

Each QuickBooks company file works independently, which means layouts are company-specific, not account-wide. 

Also Read: QuickBooks Tool Hub Issue: How to Troubleshoot and Fix Common Problems

Can I Have Different Customized Layouts for Different Companies?

Yes. Each company file in QuickBooks has its own set of customized layouts.

This means:

• Layouts created in Company A do not affect Company B

• Branding and formatting stay unique per company

• You must customize layouts separately for each company file

This is especially useful for:

• Accountants managing multiple clients

• Business owners with multiple entities

• Franchises or subsidiaries using QuickBooks

Key Requirement: Separate Company Files

To use different customized layouts, each company must have:

• Its own QuickBooks company file

• Separate login access (QuickBooks Online) or file location (QuickBooks Desktop)

QuickBooks does not support multiple companies sharing the same layout settings within one company file.

How to Set Up Different Customized Layouts for Each Company in QuickBooks

Step 1: Open the Correct Company File

Before customizing anything:

• Log in to the specific company file you want to customize

• Double-check the company name at the top of the screen

This prevents accidentally editing layouts for the wrong company.

Step 2: Access Custom Form Styles (QuickBooks Online)

1. Go to Settings ⚙ → Custom Form Styles

2. Choose the document type (Invoice, Estimate, Sales Receipt)

3. Click New Style or edit an existing one

For QuickBooks Desktop:

• Go to Lists → Templates

• Select the template you want to customize

Step 3: Customize Layout and Branding

You can now customize:

• Company logo

• Color scheme

• Font styles

• Field visibility (e.g., PO number, shipping address)

• Column order and labels

Each company can have a completely different look and structure.

Step 4: Save and Name Layouts Clearly

Use clear naming conventions such as:

• “Company A – Invoice Layout”

• “Company B – Professional Invoice”

• “Company C – Retail Sales Receipt”

This avoids confusion when switching between companies.

Step 5: Repeat for Each Company File

Log out or switch company files and repeat the customization steps for each business.

Remember: Layouts do not transfer automatically between companies.

Managing Multiple Layouts Within One Company

Within a single company file, QuickBooks also allows:

• Multiple layouts for different purposes

• Different layouts for different customers

• Custom layouts for invoices vs. estimates

However, these layouts remain exclusive to that company only.

Common Limitations to Be Aware Of

While QuickBooks is flexible, there are a few limitations:

• Layouts cannot be shared across company files automatically

• You must recreate layouts manually for each company

• Some advanced layout controls are limited in QuickBooks Online compared to Desktop

If you need help replicating layouts efficiently, call 844-753-8012 for expert assistance.

Best Practices for Multiple Company Layouts

1. Create a layout checklist
   Keep a record of fonts, colors, and fields for consistency.

2. Use consistent naming conventions
   This helps when managing multiple companies daily.

3. Backup company files (Desktop)
   Always back up before making layout changes.

4. Test layouts before sending
   Preview invoices and reports to avoid formatting issues.

5. Limit user permissions
   Prevent accidental changes by restricting layout access.

Troubleshooting Customized Layout Issues

Issue: Layout changes not saving

• Check user permissions

• Clear browser cache (QuickBooks Online)

• Update QuickBooks Desktop to the latest version

Issue: Wrong layout showing

• Set the correct layout as default

• Verify customer-specific settings

Issue: Layout missing after switching companies

• Layouts are company-specific and must be recreated

For persistent issues, contact QuickBooks Support at 844-753-8012.

Conclusion

QuickBooks makes it possible to manage different customized layouts for each company, as long as each business has its own company file. This ensures clear branding, professional documents, and organized reporting across multiple businesses.

By carefully setting up and managing layouts per company—and following best practices—you can save time, reduce errors, and present a professional image for every business you manage.

If you need help creating or troubleshooting customized layouts, don’t hesitate to call QuickBooks Support at 844-753-8012 for expert guidance.

Frequently Asked Questions (FAQs)