Moderator
18 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

Community Explorer ***
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?  

Community Explorer ***
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.  

Community Explorer ***
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. 

Community Explorer ***
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.   

 

 

 

Frequent Explorer *
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! 

 

EmillyScreen Shot 2018-06-05 at 1.31.08 PM.png

Community Explorer ***
Re: Importing Custom Invoice Templates into QuickBooks Online

Hello,

 

Are you still having this issue?

 

Have you gone to the QuickBooks Labs and enabled custom import?

Frequent Explorer *
Re: Importing Custom Invoice Templates into QuickBooks Online

I have included the following fields in the template (Subtotal.... Total of new charges).2.PNGBut I cannot see those fields when i add a new invoice. Capture.PNG

 

 

Frequent Explorer *
Re: Importing Custom Invoice Templates into QuickBooks Online

The fields located on the bottom portion of my imported invoice template are not showing on the field list.  How do I make those fields active?

Community Explorer ***
Re: Importing Custom Invoice Templates into QuickBooks Online

you post a screenshot please?  It would greatly help if we could see the template.  Also which version of QuickBooks Online are you using?

Frequent Explorer *
Re: Importing Custom Invoice Templates into QuickBooks Online

We are using Quickbooks Online Accountant.

 

Frequent Explorer *
Re: Importing Custom Invoice Templates into QuickBooks Online

Here is the Quickbooks Screenshot.  Showing only fields through 21 are imported.

Community Explorer ***
Re: Importing Custom Invoice Templates into QuickBooks Online

Hello,

A couple things I notice. I have outlined in screenshot in red.

<TotDue You're missing the end > it should be <TotDue> This might be causing QBO to not recognize it as a field that should be mapped.

 

Acct # Where is this info coming from? I see there is no place in the customer profile to assign a customer account number. Are you using once of the "Custom 1, 2 or 3" fields on the invoice form? If so, you need to actualy label it <Custom1> in the template becuase QBO doesn't know what you named the field.

 

<BillName>, <BillAddress>, etc. In QBO for the templates, it groups the customer name, address, city, state and zip into 1 big field called <BillingAddress>

 

I would try making these changes on the template and see if you're still having issues. If you are, please attach the MS Word doc to a comment or you can message me directly and I will import the template into a sample company I have and see if I can figure out where the issues is.

 

In addition to the marks on your template screenshot, I'm also including a screenshot of the sample invoice template available for download within the import feature so you can see how it comes with labels not changed in any way.

Community Explorer ***
Re: Importing Custom Invoice Templates into QuickBooks Online

Original template with no changes