Most of our customers use and customise invoice templates that are already in QuickBooks for their business. This article details the steps.

If you already have a template you prefer, or if you want more advanced customisation such as adding two logos to your invoice, you have the option of uploading your template to QuickBooks. Watch this video to learn how.

Follow the steps below to import a custom invoice template into QuickBooks:

Enable Import functionality in QuickBooks Labs

  1. Select the Gear icon at the top and click on QuickBooks Labs.
  2. Toggle the switch for Import Style to On and click Done to save your changes

Prepare your template in Microsoft Word

  1. Add angle brackets <> around the text that you want QuickBooks to replace, such as the information in the ‘Amount’ or ‘Quantity’ fields. The values in between these angle brackets will change based on what you enter on the invoice screen later. Information such as your company name, address, and contact information as well as invoice field names such as ‘Invoice No.’ or ‘Amount’ do not change. Hence, do not put angle brackets around them.
  2. For best results, use Microsoft Word tables to contain the contents and create the table layouts with simple rows and columns. Avoid merge/split cells and tables placed inside of tables, they can cause unexpected problems.
  3. 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
  4. 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

When you're ready, import your custom invoice template

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

Map the fields in your template to QuickBooks

Once the upload is complete, QuickBooks attempts to map fields from your document to QuickBooks. Review each mapping and update them if need be.

  1. To change the mapping, select the drop-down for the line you want to change and scroll through until you find the mapping you want.
  2. Once everything is linked correctly, click on Next to see a preview of your invoice.
  3. Select Save and type in a name for your new style.

You are now ready to use the template on an invoice. On an invoice, click on Customise at the footer and select the saved custom template to apply it.

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