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Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Hi Kristine

 

Ok so now I have tried doing the same invoice import using Chrome and I have exactly the same problem.  It imports fine, the mapping of fields is fine.  Then on the next page where I should see a preview there is nothing there, no error codes, just a blank page.  Please help!

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Hello again, @ruth73.

 

I appreciate the steps you've tried in importing your invoice. 

 

Let me help direct you to the right support that can investigate this further in a secure environment. They have the right tools that can help dig deeper why you keep seeing the blank page in the preview section. Here's our direct contact link to connect with one of our QuickBooks Expert: https://quickbooks.intuit.com/community/Getting-Started/Get-help-with-QuickBooks-Online/m-p/185932.

 

Thank you for your patience. Please visit us again here in the Community if you have other questions about importing forms in QuickBooks. I'm just around the corner if you need help.

 

Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Are you able to import Word templates into Desktop/Enterprise version? I use Online, but created a Word template for a client to use in their Enterprise version, but we can find no way to import it.

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Hi there, @wruggles.

 

Thanks for joining the thread. I can share some information about importing invoice template in QuickBooks Desktop (QBDT).

 

The ability to import Word templates is indeed a great idea if added to QBDT. I recommend sending feedback to our Developers for the inclusion of this option in future updates. Rest assured, I’ll do the same on my end.

 

Let me show you how:
1.    Go to the Help menu and select Send Feedback Online.
2.    Select Product Suggestion.
3.    On the QuickBooks Feedback window, fill out onscreen instructions.
4.    Click Send Feedback

 

QBDT Feedback.PNG

 

You may want to check out some 3rd party apps available that would help in importing Word templates. Just head to the Apps for QuickBooks Desktop website and search for a keyword like Import Word template to get started. 

 

All the applications found on the marketplace were created to solve specific business needs for our QBDT customers. 

 

For more information about importing templates, check out this article: Use and customize form templates.

 

That’s it. Should you need anything else, don‘t hesitate to reach out to me. I’ll be here anytime you need help. Take care and have a great day!

Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Hello! I'm having two issues with my custom imported invoice. 

 

1.) My tables are in alignment in my word doc, but they spread out/mis-align after I import into QB.

 

2.) When I generate a preview of a test of the custom imported style, the "TOTAL" line doesn't shift down as new line items are added, and ends up overlapping with the line items.

 

Any help? Thank you!

 

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Welcome to the Community space, @LYLCStudio.

 

Thank you for giving me the opportunity to help you resolve your alignment issue with the imported invoice template.

 

I appreciate your expertise in importing the custom invoices.

 

Just a friendly reminder, please keep your table layouts separated to get the best preview and print results. Tables placed inside of tables, or merging and splitting cells can cause unexpected results.

 

You can try using tables with simple rows and columns to resolve the problem.

 

That should be it. Let me know if you have other questions about custom templates. I'd be happy to provide additional help.

Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Hi HoneyLynn_G,

 

That's precisely the problem...My tables have very simple rows and columns, there are no merged or split cells or tables inside of tables, and each table is separated...and yet I'm having these problems. Attached is a view of the form I import into QB. And my last message shows the misalignment and overlapping that occurs after in QB.

 

Can anyone help with this? Thanks!

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Thanks for bring this to our attention, LYLCStudio. Let me join in on the thread and provide insight that might help us fix the issue.

 

Here are the few reasons why we have display issues when importing invoice templates:

  • Overlapping tables from the imported file.
  • Incorrect mapping of the fields.
  • Piled-up cache files on the browser.

The first and second reasons are crashed out since you've successully imported the file. We can do browser troubleshooting steps to get rid of any cache-related issues.

 

You can use a private browser because it doesn't store cache files. Then, import the file again.

Using a different supported browser can be a good alternative, too. 

 

If the display issues are fixed, we can go back to your regular browser and clear the cache storage.

 

Otherwise, I'd suggest contact us so we can further investigate this. You can visit this link to get our contact information: QuickBooks Customer Care Team.

 

I'll be right here if you need anything.

Frequent Explorer *

Re: Importing Custom Invoice Templates into QuickBooks Online

great information! Cat Mad I did not have enough of this to work!

Moderator

Re: Importing Custom Invoice Templates into QuickBooks Online

Welcome to the Community, codysartony.

 

I'm delighted that the steps shared by my colleague @JamesDuanT have helped you with importing custom invoice templates.

 

The How to import custom invoices article will also give you more details about this.

 

I’d be glad to help some more if you have other questions about invoice templates or in QBO. Have a great day.

Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

After several hours on the phone with a very patient tech guy, together we were able to figure what the problem was: settings in Microsoft Word. Each of the table's Properties had to be fiddled with (so the default settings in Word are the problem) in order for the tables to stay in line and not overlap with each other when uploaded to Quickbooks and when text is added, expanding the cell.

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Good day, @LYLCStudio,

 

Thanks for getting in touch with us and for sharing how the troubleshooting went with our representative.

 

I'm glad you're able to resolve the issue with importing custom invoice templates into QuickBooks Online. If you have any more questions about QuickBooks that you needed help, please let me know so I can get back to you.

 

Wishing you continued success!

Established Member

Re: Importing Custom Invoice Templates into QuickBooks Online

I have the same problem!

Could you help me to find out why this is happening?

I've been hours trying to finish this process

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Thanks for bringing this importing concern to my attention, @zemboe.

 

Is it safe to say you have performed the steps provided by my colleague, @JamesDuanT and you’re still unable to import your customize invoice template? May I ask what specific error did you get?

 

Depending on the error you’ve received when uploading your form or matching fields, here’s how you can fix it:

  • size_validation_error This means your invoice template is too large to upload. Ensure that your file is less than 2MB.
  • extension_format_error This means you have selected or uploaded an unsupported type or format of invoice. 

For a more detailed information, you may check out this article: Import custom form styles for invoices or estimates.

 

If you need further help with importing your customer’s list, I’d recommend contacting our Customer Care Team. A specialist will be able to further assist you via secured remote access session.

 

Here’s how to contact us:

  1. Go to the Help menu.
  2. Click Contact Us.
  3. Under How can we help?, type in your “Import Customer’s List”.
  4. Hit Continue.
  5. Click Get our phone number to contact us.

Keep me posted on how things work on your end. I’m always here to lend a hand in making sure you’re able to successfully import sales forms templates in QuickBooks Online.

Established Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Hi juVielL,

The docx file I'm trying to upload is 69 Kb, I was able to upload it once, but as I need to correct it I have to be able to repeat the process (also because I need to upload other templates too). When I try to do it again in the third step "confirmation" instead of showing me a preview image and the confirmation button, the screen preview doesn't appears and instead a print file is generated and downloaded. This happened to me on and on many times, I spent the whole day repeating the process, changing things in the docx file, and I only succeeded in three of almost 30 attempts. I'm attaching the screen captures and the docx files. There is no error message shown it just don't show the screen to finish the uploading. Thank you for your support. 

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Glad to have you here again in the Community, @zemboe

 

I appreciate you for providing detailed information and a screenshot to get a better picture of your concern. 

 

Let's get the print preview on the Confirm Style screen to appear so you'll be able to import the templates. 

 

Here are the possible reasons why the print files are downloaded on the "confirmation" screen:

  •     The browser’s cache is full
  •     The browser’s pop-ups are disabled

Since you're able to upload it once, let’s use a private/incognito browser since it doesn’t store data in the cache. This way, it helps to isolate the issue and determine if this is a browser-related issue or not. 

Here are the following keyboard shortcuts to open a private browser:

  •     Google Chrome: press Ctrl + Shift + N
  •     Safari: press Command + Shift +N
  •     Internet Explorer: press Ctrl + Shift + P
  •     Mozilla Firefox: press Ctrl + Shift + P

If the private browser works, let’s clear cache in your regular browser since it's a good way to get a clean slate for it. You can follow the steps on this article: Clear Browser Cache and Temporary Internet Files

 

Once done, let’s enable pop-ups for QBO since it helps the website to work properly.

 

After that, you’ll have to log back in to your QBO account and let's re-import the templates to check if it works. 

 

Please update me on how things go after performing the steps above, @zemboe. I'll be on a lookout for your response. Take care always and enjoy your day!

Established Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Hi Raymond, I did everything you suggested but I keep having the same result, instead of receiving the screen preview a print file is downloaded. I'm attaching the image of  the docx file I'm trying to upload to see if someone can give me a clue of how can I do to import it.

Thank you!

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Hello there, @zemboe.

 

Allow me to step in and help share some insights about importing custom template.

 

If there are issues with the mapping it will download instead of receiving the preview. You should be able to preview and confirm your style if it matches the QuickBooks field. Let's try uploading the sample file provided in QuickBooks to check if you keep having this issue.

 

However, if you still can't preview using the sample template, I'd suggest contacting our Online Care Support to check this further. We've recently updated our support experience and the best way to reach them is to select the Help icon on the top right of your account and click the Contact Us at the bottom of the panel. 

 

 

 

Please reach out to the Community again if you have other questions about importing custom template. I'm here to help however I can.

Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

I created an invoice template with multiple line items but when I uploaded it in QBO, it only shows the first line item. 

Highlighted
QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Hi there, virginia5.

 

Let's figure out why the invoice template imported in QuickBooks Online only shows the first line item.

 

There is a possibility that the uploaded template is corrupted. Let's try re-importing the invoice template and see how it works.

 

Here's how:

  1. Go to Gear icon.
  2. Under Your Company, choose Custom Form Styles.
  3. At the top right, select the New style drop-down.
  4. Choose Import style.
  5. Select a form type.
  6. Select the Save and upload your file field, then locate your DOCX template.
  7. Select Next.

Let me share with you this article to learn more about importing invoice template: Import custom form styles for invoices or estimates.

 

Keep me posted on how it goes. Don't hesitate to leave a comment below if you have any other questions. I'll be always around to lend a helping hand.

Established Community Backer ***

Re: Importing Custom Invoice Templates into QuickBooks Online

Hello,

 

DO NOT adjust the lines for the invoice items on the original template.  You can delete the columns that you don't need but don't delete or add any lines.

 

The grid for the invoice lines is already designed to auto-adjust as information is added.  That means even though it only shows 1 line for line items... if you create an invoice with 5 items on it, it will autoadjust and add more lines.  A lot of people make this mistake.

Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Thank you for responding. Actually, I have no problem importing my customized template. My problem starts with mapping the fields to the available QB field. There are two lines in the body of the invoice template:

 

Description of product                          123.00

Description of service                             456.00

 

So I placed chevrons in them as instructed:

<Description of product>                    <123.00>

<Description of service>                     <456.00>

 

Then I map them,

<Description of product> mapped to "Item, Product, or Service description"

<123.00> mapped to "Amount/Line Total"

<Description of service> also mapped to "Item, Product, or Service description"

<456.00> also mapped to "Amount/Line Total"

 

When I preview the invoice, the two lines will show "Description of product" and both amounts will display "123.00". On the live invoice, for one with just one line item, the invoice displayed two identical line items and for another with several line items with long descriptions, the invoice displayed  just the first item with no amount.

Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Thank you for responding. I am trying to duplicate a customized template because my client wants to incorporate a message in the body of the second template. My client intends to use the original template for one of his clients and the second template with message for all the other clients. So I downloaded this original template, convert it to Word, put the message (and chevrons on those data that can be changed such as date, description, amount, etc.), then import it to QBO. I did what you suggested below, i.e., I did not add nor delete any rows but still, my problem was not resolved. 

There are two lines in my original invoice template:

Description of product                             123.00

Description of service                               456.00

I mapped both lines to "Item, Product, or Service description" and "Amount/Line Total" since these are the only ones available in QBO. When I preview the invoice, both lines become "Description of product" and "123.00". I would really appreciate your help in this. Thank you.

 

 

Experienced Member

Re: Importing Custom Invoice Templates into QuickBooks Online

Hi Charies_M,

 

I have already done it numerous times but nothing solved my problem. Thanks.

QuickBooks Team

Re: Importing Custom Invoice Templates into QuickBooks Online

Hello there, virginia5.

 

Thanks for getting back and for providing all the details about your concern. 


QuickBooks Online recognizes products and services as one. Separating the fields for products from services is unavailable. As a workaround, you can create a separate template for the product and another one for the service.


Please don’t hesitate to visit as again if you have other questions about QuickBooks.