You can now import your favorite invoice template directly into QuickBooks Online! Importing styles brings enhanced flexibility to highlight your brand.

How to use the Import Styles Feature 

NOTE: Only Company and Master Administrators are enabled to Import Custom Forms. 

If you are in a company with the feature enabled, you will see Import Style as a choice in Custom Form Styles. Choosing this option takes you through a guided process to import a Style that can then be used like regular QBO Styles.

You can upload your style using a .docx file. To upload your form style, follow the steps below:

  1. Select the Gear icon at the top right hand corner then select Custom Form Styles
  2. Click the arrow next to New Style then select Import Style

Import Style Process
Importing Styles into QBO is a three step process: (1) Document Upload (2) Data Mapping and (3) Preview and Save. Before you invoke Import Style, you must have your target Form created using Microsoft Office Word 2010 (docx) format AND marked out fields in the document, that you want replaced with data from QBO. You may also use the sample provided to get a head start. In the sample document below, the highlighted areas contain sections where chevrons are placed around dynamic data. Dynamic data is any data that needs to be provided by QBO when the invoice is created. 

Document Upload 

Adjust your .docx file until your style template looks just the way you want it. Add chevrons around text that QuickBooks should map data to.
After this marking is complete, you are ready to upload the document into QBO. Click Browse to select and upload your file.

The uploaded document is then analyzed and scanned for marked fields prior to mapping. Upon successful upload you should see a screen that looks as below. If this process is not successful you will see errors. 

After the upload is successful, you are ready to move to data-mapping phase.

Note: The sample document can be downloaded to help you start. To download the sample document, click on the link under step 2 of the Import your own form style page.


Data Mapping
The data mapping phase allows you to map marked areas in your document to QBO data fields. Initial mapping is performed using a auto-mapping algorithm, which tries to predict QBO Data with which marked areas must be mapped. Map the fields from your template to QuickBooks Online. You will see the text in your field displayed next to a number that corresponds with the number on your invoice preview. As a sample, note the mapping of fields highlighted in screen for the Sample Document shown above:

Preview and Save
Once everything looks right, click  Next , and you will be able to preview your invoice. If you’re happy with your style, click  Save , then type in a name for your new style. Your style is now ready to use!

You will also find articles on the below topics to help you with uploading your template:

  • Best Practices 
  • Common Upload Errors 
  • FAQs