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Now you can spice up your brand with your own custom invoice template. In just a few steps, you will be able to import styles that bring enhanced flexibility to your invoices and let your brand shine!
Step 1 – Make sure you have enabled Import Styles in QuickBooks Labs
1. Click on the Gear icon in the upper right corner and select QuickBooks Labs
2. Scroll down the screen and toggle the switch for Import Styles to On.
3. Click the blue Done button.
Step 2 – Create your template in Word
Following these tips will make sure that your forms look their best when you import them into QuickBooks Online:
Technical note: fields that are independent from each other and don’t repeat are known as Scalar Fields. Examples of Scalar Fields include invoice numbers, invoice due dates, and total invoice amount. In contrast, Table Fields are fields that go together as part of a larger objects and repeat, such as fields in the Activity Table or Account Summary on invoice.
In order to make Import Styles work for you, follow these best practices:
Scalar Fields can be placed inside text boxes or tables. However, Scalar and Table fields should NOT be part of the same table.
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 3 – Import your template into QuickBooks Online
To import your customer template, follow these steps:
1. Click on the Gear icon in the upper right corner and select Custom Form Styles
2. Click the arrow next to New style and select Import style.
3. Select a form type and click the upload field to select your template file. If you already have a design in docx (MS Word 2010+) format, you may directly proceed to the next step. If you want to start from scratch, we suggest that you download a sample template and modify it according to your needs.
4. Click Next to upload your document.
The uploaded document is analyzed and scanned for marked fields prior to mapping.
Received an error during uploading? Don’t worry, here’s how to fix it:
Error code |
What does it mean? |
How can I fix it? |
size_validation_error |
Your file is too large to upload |
Your document must be less than 2MB |
extension_format_error |
The file you selected isn’t of a type we support |
Try uploading a Microsoft Office 2010 (*.docx) file |
Step 4 – Map marked areas in your document to QuickBooks data fields
Once the upload is complete, QuickBooks will make an initial pass at mapping fields using an algorithm that tries to predict the most applicable data with the marked areas on your template.
It’s important to review each field to make sure that the mapped fields from your template correspond to the correct fields in QuickBooks Online.
Each marked section on your document will have a number next to it, this corresponds with the number on your invoice preview. As an example, note the numbering and mapping of fields highlighted below:
As you can see in the image, some of the fields are not correctly mapped. To change the mapping you can either:
Once everything is linked correctly and looks good, go ahead and click the Next button at the bottom of the screen and you will be able to see a preview of your invoice.
If you are happy with the way everything looks, simply click Save and type in a name for your new style. Your new style is now ready to use!
Errors during mapping?
Error code |
What does it mean? |
How can I fix it? |
Fetching preview failed |
An attempt to create a preview of your style failed |
Check for angle brackets applied in the wrong place or applied incorrectly. Try to reduce fields marked with angle brackets until Preview succeeds and then add them back in one at a time to isolate the mapping error. |
Save Mapping failed |
The selected mappings could not be saved |
Please try again or contact support |
No Mapping found |
The mapping wizard could not find any field that required mapping |
Please mark at least one data element on your template with chevrons in order for mapping to work |
Multiple Page Document |
The document uploaded has multiple pages |
Please restrict the Style to a single page document |
Step 5 – Use your custom style invoice
Using your new custom template is as easy as creating the invoice as normal, then clicking on Customize at the bottom of your screen and choosing the saved custom template.
FAQs
If you have any questions, we’re here to help! We’ve put together answers to some common questions to get you back to business quickly.
"We can't display a preview. Please correct your mappings in the previous steps and try again"
Certain fields are expected to be inside tables. For example line item information like Quantity, Product, and Price are tabular and should be inside tables. Please make sure while mapping that these fields are mapped to fields inside tables in style being imported.
Some data is not appearing in the printed or preview document. Why?
We use settings in your Standard form style to decide how data is handled and presented in your imported templates. Please enable the desired settings in your standard style by following the steps below:
Your data should now appear in your imported style.
It’s also important to note that if you do not add mappings to your style for your invoice field, that data will not be displayed on your forms later. For example, if you do not map a field for “Shipping Charge Value”, shipping costs will not appear on your form regardless of if you have entered them on your invoice
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 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 import 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 help widget to request for more fields
Solved! Go to Solution.
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.
EZ Map Field |
Description |
Can be used for |
<customername> |
Customer name |
Invoice & Estimates |
<billingaddress> |
Billing address |
Invoice & Estimates |
<duedate> |
Due Date/Expiry Date |
Invoice & Estimates |
<billingtaxnumber> |
Customer's Tax Registration number |
Invoice & Estimates |
<shippingaddress> |
Shipping address |
Invoice & Estimates |
<shipdate> |
Ship date |
Invoice & Estimates |
<shipvia> |
Delivery/Ship via information |
Invoice & Estimates |
<trackingno> |
Tracking number |
Invoice & Estimates |
Invoice Fields
Fields below are other common Scalar Fields (non-repeatable fields) which apply to Invoices
EZ Map Field |
Description |
Can be used for |
<message> |
Message displayed in invoice |
Invoice & Estimates |
<duedate> |
Due Date |
Invoice & Estimates |
<invoiceno> |
Invoice Number |
Invoice & Estimates |
<date> |
Invoice Date |
Invoice & Estimates |
<terms> |
Terms |
Invoice & Estimates |
<custom1> |
Custom Field 1 |
Invoice & Estimates |
<custom2> |
Custom Field 2 |
Invoice & Estimates |
<custom3> |
Custom Field 3 |
Invoice & Estimates |
<purchasesalelocation> |
Place of Supply (POS) |
Invoice & Estimates |
<exchangerate> |
Exchange Rate |
Invoice & Estimates |
Activity Table Fields
These fields are part of the activity table that make up the body of your invoice.
EZ Map Field |
Description |
Can be used for |
<srno> |
Row number |
Invoice & Estimates |
<item> |
Item/Product/Service |
Invoice & Estimates |
<itemdescription> |
Item, Product or Service Description |
Invoice & Estimates |
<amount> |
Amount/Line total |
Invoice & Estimates |
<qty> |
Quantity |
Invoice & Estimates |
<rate> |
Rate/Price |
Invoice & Estimates |
<servicedate> |
Service date |
Invoice & Estimates |
<lineitemdiscount> |
Discount |
Invoice & Estimates |
<tax> |
Tax/Taxes |
Invoice & Estimates |
<sku> |
SKU |
Invoice only |
<uqc> |
Unit Code/UQC |
Invoice only |
<itemclassificationcode> |
HSN/SAC |
Invoice only |
Tax Summary Fields
If you display tax summary on your invoices, use these fields to map your template.
EZ Map Field |
Description |
Can be used for |
<taxrate> |
Tax rate |
Invoice & Estimates |
<taxamount> |
Total tax amount |
Invoice & Estimates |
<taxhomeamount> |
Total tax amount in home currency |
Invoice & Estimates |
<nethomeamount> |
Net amount in home currency |
Invoice & Estimates |
<netamount> |
Net Amount |
Invoice & Estimates |
Account Summary Fields
If you display account summary on your invoices, use these fields to map your template.
EZ Map Field |
Description |
Can be used for |
<accountsummaryamount> |
Account summary amount/balance |
Invoice only |
<accountsummarydate> |
Account summary date |
Invoice only |
<accountsummarydescription> |
Account summary description |
Invoice only |
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.
EZ Map Field |
Description |
Can be used for |
<amountdue> |
Total amount due/Balance due /Account balance |
Invoice only |
<dueamountinwords> |
Amount due in words |
Invoice only |
<subtotal> |
Subtotal |
Invoice only |
<discountbeforetax> |
Discount before tax |
Invoice only |
<discountaftertax> |
Discount after tax |
Invoice only |
<totaltax> |
Total tax/taxes |
Invoice only |
<shippingcharge> |
Shipping charges |
Invoice only |
<total> |
Invoice total due |
Invoice only |
<amountpaid> |
Amount Paid/Payment |
Invoice only |
<deposit> |
Deposit/Pre-payment/Down payment |
Invoice only |
<totalofnewcharges> |
Total Of New Charges |
Invoice only |
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.
EZ Map Field |
Description |
Can be used for |
<customername> |
Customer name |
Invoice & Estimates |
<billingaddress> |
Billing address |
Invoice & Estimates |
<duedate> |
Due Date/Expiry Date |
Invoice & Estimates |
<billingtaxnumber> |
Customer's Tax Registration number |
Invoice & Estimates |
<shippingaddress> |
Shipping address |
Invoice & Estimates |
<shipdate> |
Ship date |
Invoice & Estimates |
<shipvia> |
Delivery/Ship via information |
Invoice & Estimates |
<trackingno> |
Tracking number |
Invoice & Estimates |
Invoice Fields
Fields below are other common Scalar Fields (non-repeatable fields) which apply to Invoices
EZ Map Field |
Description |
Can be used for |
<message> |
Message displayed in invoice |
Invoice & Estimates |
<duedate> |
Due Date |
Invoice & Estimates |
<invoiceno> |
Invoice Number |
Invoice & Estimates |
<date> |
Invoice Date |
Invoice & Estimates |
<terms> |
Terms |
Invoice & Estimates |
<custom1> |
Custom Field 1 |
Invoice & Estimates |
<custom2> |
Custom Field 2 |
Invoice & Estimates |
<custom3> |
Custom Field 3 |
Invoice & Estimates |
<purchasesalelocation> |
Place of Supply (POS) |
Invoice & Estimates |
<exchangerate> |
Exchange Rate |
Invoice & Estimates |
Activity Table Fields
These fields are part of the activity table that make up the body of your invoice.
EZ Map Field |
Description |
Can be used for |
<srno> |
Row number |
Invoice & Estimates |
<item> |
Item/Product/Service |
Invoice & Estimates |
<itemdescription> |
Item, Product or Service Description |
Invoice & Estimates |
<amount> |
Amount/Line total |
Invoice & Estimates |
<qty> |
Quantity |
Invoice & Estimates |
<rate> |
Rate/Price |
Invoice & Estimates |
<servicedate> |
Service date |
Invoice & Estimates |
<lineitemdiscount> |
Discount |
Invoice & Estimates |
<tax> |
Tax/Taxes |
Invoice & Estimates |
<sku> |
SKU |
Invoice only |
<uqc> |
Unit Code/UQC |
Invoice only |
<itemclassificationcode> |
HSN/SAC |
Invoice only |
Tax Summary Fields
If you display tax summary on your invoices, use these fields to map your template.
EZ Map Field |
Description |
Can be used for |
<taxrate> |
Tax rate |
Invoice & Estimates |
<taxamount> |
Total tax amount |
Invoice & Estimates |
<taxhomeamount> |
Total tax amount in home currency |
Invoice & Estimates |
<nethomeamount> |
Net amount in home currency |
Invoice & Estimates |
<netamount> |
Net Amount |
Invoice & Estimates |
Account Summary Fields
If you display account summary on your invoices, use these fields to map your template.
EZ Map Field |
Description |
Can be used for |
<accountsummaryamount> |
Account summary amount/balance |
Invoice only |
<accountsummarydate> |
Account summary date |
Invoice only |
<accountsummarydescription> |
Account summary description |
Invoice only |
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.
EZ Map Field |
Description |
Can be used for |
<amountdue> |
Total amount due/Balance due /Account balance |
Invoice only |
<dueamountinwords> |
Amount due in words |
Invoice only |
<subtotal> |
Subtotal |
Invoice only |
<discountbeforetax> |
Discount before tax |
Invoice only |
<discountaftertax> |
Discount after tax |
Invoice only |
<totaltax> |
Total tax/taxes |
Invoice only |
<shippingcharge> |
Shipping charges |
Invoice only |
<total> |
Invoice total due |
Invoice only |
<amountpaid> |
Amount Paid/Payment |
Invoice only |
<deposit> |
Deposit/Pre-payment/Down payment |
Invoice only |
<totalofnewcharges> |
Total Of New Charges |
Invoice only |
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?
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?
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
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.
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?
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.
They are being blocked from seeing the customize option. I can't imagine why.
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.
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!
Emilly
Hello,
Are you still having this issue?
Have you gone to the QuickBooks Labs and enabled custom import?
I have included the following fields in the template (Subtotal.... Total of new charges).But I cannot see those fields when i add a new invoice.
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?
you post a screenshot please? It would greatly help if we could see the template. Also which version of QuickBooks Online are you using?
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.
I sent you a PM. Will take a closer look at your screenshots.
Thanks!!!
Hello,
I see a couple things with the screenshots you sent. I need to attach other screenshots so I will have to spread across a couple replies. The screenshot is from the default template you can download from QuickBooks Online.
1. There's no need to have the mapping fields listed across multiple line items. You only need 1 row of each mapped field. Item, Description, Rate, QTY, etc.
What you want to do is edit the line on the tabel to make sure its marked to Resize Line to fit contents. That way when you add a 2nd line to the invoice, it will automatically add another line to the table.
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