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

Steps to import custom invoice to QuickBooks Online:

  1. Enable Import Style in QuickBooks Labs.

    1. Select the Gear icon at the top. ​
    2. Select QuickBooks Labs.
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    3. Scroll down the screen and toggle the switch for Import Style to On
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    4. Choose Done.
  2. Create your template in Microsoft Word.

    • Mark the text that you want QuickBooks to map data with opening and closing angle brackets. Make sure not to mark the data that do not change like company name, address, and contact information.
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    • Use the following supported font styles:
      • Arial Unicode MS.
      • Courier, Courier Bold, Courier Oblique, Courier Bold-Oblique.
      • Helvetica, Helvetica Bold, Helvetica Oblique, Helvetica Bold-Oblique
      • Times Roman, Times Bold, Times Italic, Times Bold-Italic
      • Symbol
      • Zapf Dingbats
    • Use Microsoft Word tables to contain the contents and create the table layouts with simple rows and columns to provide the best results. Merge/split cells and tables placed inside of tables can cause unexpected problems.You will get the best results with tables that contain simple rows and columns.
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    • Avoid the following elements as they can cause issues with the import.
      • Audio.
      • ClipArt, Word Art.
      • Animated GIFS.
      • Embedded files.
      • Adding or updating hidden links or merging fields.
      • Files over 2MB.
      • Non .docx file types or older MS Word documents renamed as .docx files.
  3. Import your custom invoice template into QuickBooks Online.

    1. Select the Gear icon at the top, then choose Custom Form Styles.
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    2. Choose the New Style drop-down and select Import Style.
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    3. Choose Browse and select the template file.
    4. Select Next to upload your document.

    The uploaded document is analyzed and scanned for marked fields prior to mapping. 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 marked areas on your template. Upon successful upload you should see a screen that looks like this one:
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    If the upload is not successful, please see the following table:

    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
  4. Map marked areas in your document to QuickBooks data fields.

    • 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 text that you marked with opening and closing brackets has number next to it which corresponds to the number on your invoice preview. As you can see in the image below, some of the fields are not mapped correctly.
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    • To change the mapping, just select the drop-down for the line you want to change and scroll through until you find the mapping you want. User-added image
    • Or, just type the word that you know corresponds to the mapping in the drop-down and select from the lists - for example, type in "Total" and it will only show fields that contain the word in them.

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    • Once everything is linked correctly and looks good, select the Next button to see a preview of your invoice. If you are happy with the way everything looks, select Save and type in a name for your new style. If you receive an error code, please see the following table.
      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.
  5. Choose Customize and select the saved custom template.

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FAQs

"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 are 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. Select 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.

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