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Importing Custom Invoice Templates into QuickBooks Online

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Want to make your invoices more engaging? Add a little flair to your brand by creating your own custom invoice template. It only takes a few steps to give you that flexibility in QuickBooks Online to let your invoices reflect your style.

 

Step 1 - Create your template in Word 

 

If you’re a Word expert or novice, we’re here to help you get started. Let’s start with some tips to ensure your upload process runs smoothly.

 

  • Indicate which fields you want QuickBooks to map data to by marking it with opening and closing angle brackets “<“and “>”  Refer to the EZ Map Field list below to find out which QuickBooks fields you can use in your imported templates.

 

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  • 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

 

  • Table Fields must always be placed inside tables
  • Table Fields in the first non-header row of a table are repeated until all rows in your invoice are rendered. All other rows are ignored
  • Formatting of the first non-header row repeats on all rows. Don’t be surprised by this
  • 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 2 - Import your template into QuickBooks Online

 

Now you have your template ready to go and want to start using it in QuickBooks Online! Let’s walk through the steps together:

 

1. Go to the Gear Icon in the upper right-hand corner.

2. Under Your Company, click on Custom Form Styles.

 

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3. Click on New Style.

4. From the dropdown choose Import Style.

 

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5. Choose Invoice under Pick Your Form Type.

6. Upload your template. **Note: This is also where you can download the Import Guide if this is your first time and would like some help setting up your template. This includes a catalog of EZ Map Fields Catalog.

 

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7. From there you’ll map your fields so QuickBooks knows what values you want.

8. When everything looks good, simply click Save and create a name for your new style. 

 

Your new style is now ready to use on your invoices! Have any questions? Check out our FAQs below:

 

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?

Yes

 

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.

 

I see a blank screen after mapping

This situation can occur if the final output cannot be formed. This can happen due to any of the following reasons

* incorrect mapping

* Incorrect use of Table (ex. Some Table Fields are left empty)

* When EZ Map Keys for Tables are used they must always start after a table's header row

* Typos (ex. missing braces)

 

Why is my Table row tall?

Import Styles uses the properties of the first non-header row of a table to format other rows in the same table. Please adjust your column widths and try again.

 

Do you support imports for other form templates?

Currently, we only support import for Invoice & Estimates templates in US Region, but we’re exploring other form types to support as well.

 

I need more data fields to be mapped

EZ Map Field catalog lists all data that can be mapped from QBO. Fields not present in this catalog can't be mapped into Templates. Please provide feedback through the help widget to request more fields

 

There you have it, time to get creative! Get your invoices looking exactly how you want them to and make the best impression on your customers.

 

Stay tuned for another post on how to customize your invoices directly in QuickBooks Online, no upload needed!

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