Moderator

Importing Custom Invoice Templates into QuickBooks Online

Now you can spice up your brand with your own custom invoice template. In just a few steps, you will be able to import styles that bring enhanced flexibility to your invoices and let your brand shine!

 

Step 1 – Make sure you have enabled Import Styles in QuickBooks Labs

       1.  Click on the Gear icon in the upper right corner and select QuickBooks Labs 

 

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       2. Scroll down the screen and toggle the switch for Import Styles to On.

 

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       3. Click the blue Done button.

 

 

Step 2 – Create your template in Word

 

Following these tips will make sure that your forms look their best when you import them into QuickBooks Online: 

 

  • Indicate text that you want QuickBooks to map data to by marking it with opening and closing angle brackets “<“and “>”
    2018-04-19_9-48-52.jpg

 

  • Don’t mark data that doesn’t change - information like your company name, address, and contact information stays the same, so there’s no need to mark them on your forms.
  • For us to upload your style successfully, you will need to use one of our supported fonts:
    o Arial Unicode MS
    o Courier, Courier Bold, Courier Oblique, Courier Bold-Oblique
    o Helvetica, Helvetica Bold, Helvetica Oblique, Helvetica Bold-Oblique
    o Times Roman, Times Bold, Times Italic, Times Bold-Italic
    o Symbol
    o Zapf Dingbats
  • Use Microsoft Word Tables to contain content and keep your table layouts simple to provide the best results – tables placed inside of tables, or merged/split cells can cause unexpected problems. You will get the best results with tables that contain simple rows and columns.
  • tables.png

 

  • Avoid the following elements as they will not transfer correctly/cause issues with your import:

          o Audio

          o ClipArt, Word Art
          o Animated GIFS
          o Embedded files
          o Adding or updating hidden links or merging fields
          o Files over 2MB
          o Non .docx file types or older MS Word documents renamed as .docx files 

 

 

Step 3 – Import your template into QuickBooks Online

 

To import your customer template, follow these steps: 

 

       1. Click on the Gear icon in the upper right corner and select Custom Form Styles

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       2. Click the arrow next to New style and select Import style.

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       3. Choose Browse and select your template file. 

       4. Click Next to upload your document. 

 

The uploaded document is analyzed and scanned for marked fields prior to mapping. Upon successful upload you should see a screen that looks like this one:

 

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Received an error during uploading?  Don’t worry, here’s how to fix it:

Error code

What does it mean?

How can I fix it?

size_validation_error

Your file is too large to upload

Your document must be less than 2MB

extension_format_error

The file you selected isn’t of a type we support

Try uploading a Microsoft Office 2010 (*.docx) file

 

 

 Step 4 – Map marked areas in your document to QuickBooks data fields

 

Once the upload is complete, QuickBooks will make an initial pass at mapping fields using an algorithm that tries to predict the most applicable data with the marked areas on your template.


It’s important to review each field to make sure that the mapped fields from your template correspond to the correct fields in QuickBooks Online.

 

Each marked section on your document will have a number next to it, this corresponds with the number on your invoice preview. As an example, note the numbering and mapping of fields highlighted below:

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As you can see in the image, some of the fields are not correctly mapped.  To change the mapping you can either:

  • Click on the drop down for the line you want to change and scroll through until you find the mapping you want
    2018-04-19_10-37-33.jpg

 

  •  Type the word that you know corresponds to the mapping in the drop down and select from the list – for example, type in “Total” and it will only show fields that contain the word in them.2018-04-19_10-39-05.jpg

 

 Once everything is linked correctly and looks good, go ahead and click the Next button at the bottom of the screen and you will be able to see a preview of your invoice. 


If you are happy with the way everything looks, simply click Save and type in a name for your new style. Your new style is now ready to use!

 

Errors during mapping? 

Error code

What does it mean?

How can I fix it?

Fetching preview failed

An attempt to create a preview of your style failed

Check for angle brackets applied in the wrong place or applied incorrectly. Try to reduce fields marked with angle brackets until Preview succeeds and then add them back in one at a time to isolate the mapping error.

Save Mapping failed

The selected mappings could not be saved

Please try again or contact support

No Mapping found

The mapping wizard could not find any field that required mapping

Please mark at least one data element on your template with chevrons in order for mapping to work

Multiple Page Document

The document uploaded has multiple pages

Please restrict the Style to a single page document

 

 

Step 5 – Use your custom style invoice

Using your new custom template is as easy as creating the invoice as normal, then clicking on Customize at the bottom of your screen and choosing the saved custom template. 

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 FAQs

 

If you have any questions, we’re here to help! We’ve put together answers to some common questions to get you back to business quickly.

 

"We can't display a preview.  Please correct your mappings in the previous steps and try again" 

Certain fields are expected to be inside tables. For example line item information like Quantity, Product, and Price are tabular and should be inside tables. Please make sure while mapping that these fields are mapped to fields inside tables in style being imported.

 

Some data is not appearing in the printed or preview document.  Why?

We use settings in your Standard form style to decide how data is handled and presented in your imported templates. Please enable the desired settings in your standard style by following the steps below:

 

  1. Click the Gear Icon then select Custom Form Styles.
  2. Locate your Standard template, then click Edit.
  3. Enable your desired settings, and click Save.

 

Your data should now appear in your imported style.

 

It’s also important to note that if you do not add mappings to your style for your invoice field, that data will not be displayed on your forms later. For example, if you do not map a field for “Shipping Charge Value”, shipping costs will not appear on your form regardless of if you have entered them on your invoice

 

Are there any restrictions on what I can upload?

Only word (.docx) documents under 2MB can be uploaded to QuickBooks.

 

Can I upload a style with multiple pages?

Style templates with multiple pages cannot be uploaded into QBO. It’s important to note that your final invoice can take multiple pages depending on amount of line item level data.

 

Can I download my imported form style?

Currently, you cannot download the style that was imported. We recommend that you save a local copy of the template you imported, and take a quick note of the mappings you selected.

 

Do I have to have a field mapped to import a style?

Yes. The style you want to import should have at least one field that has to be mapped to data.

 

Tables in my style are not printing right.

For best results, we recommend keeping your table layouts separate. Tables placed inside of tables, or merging and splitting cells can cause unexpected results. Try using tables with simple rows and columns.

10 Comments
Moderator

Re: Importing Custom Invoice Templates into QuickBooks Online

 

Reference this list while mapping your fields to decide exactly what information you want in your style, and where you’d like to put it.


Standalone Fields – Company Information

These fields contain your company information and should not be placed inside of tables. Since this information doesn’t change often, we recommend that you enter this information directly into your template as static text.

 

QuickBooks Field

Field Description

Company Name

Your company name from settings

Company Address

Your company address from settings

Company Tax Identification Number

Your company Tax ID from settings

Company Business Identification Number

Your company Business Identification Number from settings

Company Email

Your company email

Company Phone

Your company phone number

Company Website

Your company website

 

Standalone Fields – Customer information

These fields contain information about your customers, and should not be placed inside of tables.

 

QuickBooks Field

Field Description

Customer Name

Customer’s Name

Billing Address

Customer’s Billing Address

Customer’s Tax Registration Number

Company Tax Registration Number

Shipping Address

ShipTo Address

Ship Date

Date of shipping

Ship Via Information

Ship Via Information

Tracking Number

Tracking Number

 

Invoice Fields

These are general fields commonly found on your QBO Invoice.

 

QuickBooks Field

Field Description

Invoice Date

Invoice Date

Due Date/Expiry Date

Due Date/Expiry Date

Invoice Number

Invoice Number

Terms

Terms

Sale Message

Message to Customer for Invoices

 

Activity Table Fields

These fields are part of the activity table that make up the body of your invoice.

 

QuickBooks Field

Field Description

Serial No(Activity Table)

Serial Number

Service Date(Activity Table)

Service Date in Activity Table

Item(Activity Table)

Item in Activity Table

Tax(Activity Table)

Tax in Activity Table

Item Description(Activity Table)

Item Description in Activity Table

Quantity(Activity Table)

Quantity in Activity Table

Rate(Activity Table)

Rate in Activity Table

Amount(Activity Table)

Amount in Activity Table

 

 Tax Summary Fields

 If you display tax summary on your invoices, use these fields to map your template.

 

QuickBooks Field

Field Description

Tax Rate(Tax Summary Table)

Tax Rate

Tax Amount(Tax Summary Table)

Total Tax Amount

Tax Amount in Home Currency(Tax Summary Table)

Tax Amount in Users Home Currency

Net Amount in Home Currency(Tax Summary Table)

Net Amount in Users Home Currency

Net Amount(Tax Summary Table)

Net Amount

 

Account Summary Fields

If you display account summary on your invoices, use these fields to map your template.

 

QuickBooks Field

Field Description

Account Summary Amount(Account Summary Table)

Account Summary Amount

Account Summary Date(Account Summary Table)

Account Summary Date(Account Summary Table)

Account Summary Description(Account Summary Table)

Account Summary Description(Account Summary Table)

 

Subtotal Fields

These fields make up the subtotal section of your invoice. It is important to note that these sections must be part of a separate table and cannot be placed in the same table as your Activity Table. It’s important to map these fields carefully to ensure the accuracy of your generated forms. 

 

QuickBooks Field

Field Description

Subtotal Value

Subtotal Value

Discount Before Tax Value

Discount Before Tax Value

Discount After Tax Value

Discount After Tax Value

Total Tax Value(Total Section)

Total Tax Value(Total Section)

Shipping Charge Value

Shipping Charge Value

Total Value

Total Value

Deposit Value

Deposit Value

Amount Paid Value

Amount Paid Value

Amount Due

Amount Due

Amount Due in Words

Amount Due in Words

Member

Re: Importing Custom Invoice Templates into QuickBooks Online

We have been getting an error everytime we go to add our custom invoice.  Quickbooks said it was a known issue.  Are you able to add your custom invoices?

Highlighted
Moderator

Re: Importing Custom Invoice Templates into QuickBooks Online

I just tested and was able to import a custom template.  What is the error message you are getting when you try to import into your QBO?  

Member

Re: Importing Custom Invoice Templates into QuickBooks Online

It goes through the process of importing and when it gets to the final step, I get an error:

 

Sorry, something happened.

- undefined

WE can't display a preview.  Please go to the previous screen and try again.

 

 I have attached my steps.  I spent hours on the phone with support and they told me its a known problem but this makes no sense.

 

Thanks,

Lisa

Moderator

Re: Importing Custom Invoice Templates into QuickBooks Online

Lisa,

 

Hmm, that error makes me think it doesn't like something in the original source document and couldn't convert it.  

 

Would you be willing to share your original template file (Word doc) with me so I can try it on my system?  Most of the time when I got an error it was because I had something in my original document that the sytem couldn't convert.  

Member

Re: Importing Custom Invoice Templates into QuickBooks Online

We just got it to import! Now, I am just trying to figure out why some security blocks my admins from using custom forms.  Do you by chance know why that would be?

Moderator

Re: Importing Custom Invoice Templates into QuickBooks Online

Thats great, so glad it imported for you!  

 

Are they being blocked from importing custom invoices or are they not seeing the Customize option in the Invoice page?  If it's the former, only Company and Master Administrators are enabled to Import Custom Forms. 

Member

Re: Importing Custom Invoice Templates into QuickBooks Online

They are being blocked from seeing the customize option.  I can't imagine why.

Moderator

Re: Importing Custom Invoice Templates into QuickBooks Online

In order to see the Customize option and be able to choose different invoice styles, a user needs to have permission to edit company information, you may want to double check the permissions for your users.   

 

 

 

New Member.

Re: Importing Custom Invoice Templates into QuickBooks Online

I don't have an option to import a new style, how can I gain access to that option? I have followed the steps but this is where I get stuck. 

 

Thank you! 

 

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