Import custom form styles for invoices or estimates in QuickBooks Online

Learn how to import and design custom form styles for your invoices or estimates in QuickBooks Online.

Custom form styles are available for you in QuickBooks Online. With different sample designs, you can import and then add your company info (such as company logo) to highlight your brand. This feature helps reflect your brand identity into your sales forms with less effort and time.

In this article, you'll learn how to:

• Design your custom form style
• Import your custom form style
• Get help if you encounter errors
• Frequently asked questions

Design your custom form style

Learn the basics of designing your .docx template to perfect your custom form. Here's how.

Make template mapping hassle-free with EZ Map Fields

EZ Map fields are sets of known keywords or fields in QuickBooks Online. As you upload, QuickBooks looks for text enclosed in angle brackets in your .docx template. QuickBooks identify which parts of the template are dynamic then matches those in QuickBooks fields to ease the mapping of your custom form.

For example, using the keywords shipdate and shippingaddress allows QuickBooks to match your fields correctly with QuickBooks fields Ship Date and Shipping Address.

Scalar and table fields

Scalar Fields are fields independent from each other and don’t repeat.

• You can place scalar fields separately or within tables.
• Don't use scalar and table fields in the same table.

Table Fields are fields that repeat and go together as part of a larger group of info. For example, fields that make up an Activity Table or Account Summary on invoice.

• Place table fields inside tables. Table fields placed outside a table will extract data from the first row of fields.
• For the template, map the first non-header row in the table. QuickBooks ignores all other rows.
• Don't mix table fields that belong in different tables. For example, don't mix Activity Table fields with Account Summary fields.
• Don't use scalar and table fields in the same table.

Tip: Separate your table layouts to avoid printing issues. Tables placed inside tables, or merging and splitting cells can cause unexpected results. Try using tables with simple rows and columns.

What font styles to use

Here are the fonts you can use in your custom form.

• 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

File types to avoid

These file types may cause issues when uploading your custom form. Be sure to avoid them.

• 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

Import your custom form style

Step 1: Map your template fields

1. Open your DOCX template.
2. As you design your template, identify text or fields that don’t change with each print. Logos, company information, certifications, and such are static info. Make it part of your template.
3. Replace all fields with scalar or table fields, as appropriate to your chosen form type.
4. Make sure all fields match the EZ Map fields defined in the EZ Map catalogue.

Step 2: Save and upload your DOCX template

1. Go to Settings ⚙, then Custom Form Styles.
2. Select the New style ▼ dropdown menu, then Import style.
3. Select a form type and select Next.
4. Select Upload your .DOCX file field, then find and select your .docx template.
5. Select Next.

Custom form styles support single page. Depending on the number of line items, your final invoice can have multiple pages.

Step 3: Match your fields with QuickBooks fields

You don't need to perform any further mapping if you used EZ Map fields. But you can easily change the matched QuickBooks fields if you choose to.

1. Verify your template fields match correctly with QuickBooks fields. You can change the QuickBooks fields if they don't.
2. Select Next if everything looks good.

Note: The style you want to import should have at least one field that has to be mapped to QuickBooks fields.

Step 4: Preview and confirm your style

Before you save, preview your style to make sure it looks exactly the way you want it.

• If you're satisfied with how your style looks, select Save, and name your style.
• To make changes, either select Back or edit the file in your DOCX editor and import it again.

You can save a PDF copy of your custom form style. Save a local copy of the template you uploaded, and take a quick note of the mappings you made.

Ready to use your custom form style? Start creating invoices or estimates with your style now.

Get help if you encounter errors

If you get any errors when uploading your form or matching fields, here's how you can fix it:

Fix errors when uploading

Fix errors when matching fields

Fix errors displaying multiple tax rates

If you have issues displaying the multiple tax rates, then make sure that you display the rates in the following table format:

Note: It’s important to keep the bottom row blank. QuickBooks Online will determine whether or not it’s needed and resize the table as required (For example: if only HST applies, QuickBooks Online will reduce it to a 2 x 1. And if HST, GST, QST, and PST apply, QuickBooks Online will expand it to a 2 x 4).

Frequently asked questions

Here are answers to commonly asked questions about importing custom form styles.