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Level 1

Importing Custom Invoice Templates into QuickBooks Online

I have always been able to import a pdf to invoices until today.  It says for security reasons it can't.  I do this everyday all day to all my invoices.  It is scanned into my computer as a pdf also. 

9 Comments 9
QuickBooks Team

Importing Custom Invoice Templates into QuickBooks Online

Hi there, ashleyrogers75.

Glad you reached out to us today. I can provide information about the issue with attaching PDF files to customer invoices in QuickBooks Online.

The error message you see when attaching files to customer invoices or sales receipts is a known issue. Our product engineers are diligently working to fix this as early as possible.


While they’re working to resolve the issue, you may perform the workaround provided below. Please remove the extra space before .<ext>  so you can attach the file.

For example: Filename .pdf rename to Filename.pdf.


I’d also suggest getting in touch with our Customer Care Team to add your account to the list of affected users. This will allow you to receive updates about this as soon as they become available.


Here’s how you can contact support:

Let me know if you have further concerns. I’ll be here to answer them for you. Have a good day!


Level 1

Importing Custom Invoice Templates into QuickBooks Online

I'm having a similar issue, but it involves importing an invoice template from Word.  Once it has been imported I cannot edit it.  Previously I could edit templates I had imported.


Importing Custom Invoice Templates into QuickBooks Online

Hello, @HD83.


Welcome and thanks for posting here in the Community. Allow me to step in for a moment and share some information about importing invoice template to QuickBooks Online (QBO).


The option to edit an imported custom invoice template is currently unavailable in QBO. For now, you'll need to edit the template through Word first before importing it to QBO again as a workaround.


Once done editing, here's how to import custom invoice template:


1. Click the Gear icon at the top.
2. Select Custom Form Styles under Your Company.
3. On the upper right, choose the New Style drop-down and select Import Style.
4. Click Browse, then select the template file.
5. Once done, select Next.


For your reference, you can visit this article for further guidance: How to import custom invoices.


While this option isn't available yet in QBO, I'm going to submit feedback regarding this feature directly to our Product Developers Team for consideration in future updates. I also invite you to leave feedback as well. This can be done directly through your account by clicking the Gear icon in the top right corner, then select Feedback or by going to the following link: QuickBooks Online Feature Requests.


That's it! I'd be glad to continue assisting if you should have any additional questions. Take care and enjoy the rest of the week.

Level 1

Importing Custom Invoice Templates into QuickBooks Online

Is this feature available?  Noticed the comments were from 2018.  I don't see an "import style" option.  My invoices have to include certain and very specific information (chemicals used, weather, etc) that the generic invoice template doesn't have or allow.

QuickBooks Team

Importing Custom Invoice Templates into QuickBooks Online

I'm here to guide you as to how you can customize your invoices in QuickBooks Online (QBO), @mipaclark. This way, you can include certain and very specific information on your sales transactions accordingly.


For the time being, the Import style feature is no longer available for new QBO accounts. However, with the new version of invoicing, you can update and personalize your forms as you’re creating them. All the tools you need to customize invoices are on the form itself.


Please note that any customization you make on your invoices will apply to all existing and future forms. To add info (i.e., chemicals used, weather, etc), you can add Custom Fields. Here's how:


  1. Go to the + New button.
  2. Select Invoice to create a new form. Or to edit an existing form, select an invoice from the list and select Edit.
  3. To add or remove fields, change the color scheme, or turn on payments on invoices, select Manage ⚙. 81.jpg
  4. In the Custom Fields section, select + Add custom fields.
  5. Enter the name (i.e., Chemicals Used), then select the All Sales forms checkbox and turn on the Print on forms option.
  6. Click Save82.jpg


You can also refer to this article for the detailed steps: Customize sales forms in QuickBooks Online.


Additionally, to further guide you in managing your invoices and learn more on how the new invoices in QBO can help your business, I'd recommend checking out these articles: 



Please keep me posted if you have other concerns about customizing invoice templates and managing sales transactions in QBO. You can drop a comment below, and I'll gladly help. Take care, and I wish you continued success, @mipaclark.

Level 1

Importing Custom Invoice Templates into QuickBooks Online

I do not have the Custom Fields option therefore cannot Add Custom Fields (on either approach- editing the existing template or +New Invoice).  Is this because of the particular design template I have chosen or also possibly because I am on the Simple Start plan?

QuickBooks Team

Importing Custom Invoice Templates into QuickBooks Online

Hi mipaclark!


Thanks for the reply. Let me further assist you in customizing sales forms.


You're correct. The custom fields is only available in  QuickBooks Online Plus and Essentials. Note that there are feature differences on each plan.


You'll want to upgrade your subscription so you can take advantage of other features including custom fields.


Also, I added this article for more details on how to personalize your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.


Post again here if you need more help with this. Take care!

Level 1

Importing Custom Invoice Templates into QuickBooks Online

I upgraded to Essentials and working on adding custom fields.  Apparently I only get 3 custom fields with this subscription/plan.  Not enough.  How many would I get with Plus?

QuickBooks Team

Importing Custom Invoice Templates into QuickBooks Online

Thanks for choosing QuickBooks as your financial software, @mipaclark.


I'll share with you some insights with regards to setting up custom fields in the program. 


Both QuickBooks Online Plus and Essentials are limited to 3 custom fields on sales forms. 


If you wish to create more customized fields, you can upgrade to QuickBooks Online Advanced. This way, you can have up to 12 active custom fields for each type of form and profile. 


To get more details, you can check out these articles: 



Keep me posted if you need anything else or if you have other questions about adding custom fields in QuickBooks. I'll be here to help. Wish you to continued success! 

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