How to Import Custom Invoice Templates in QuickBooks Online?

Importing custom invoice templates in QuickBooks Online is a great option when your business needs personalized invoices beyond the default QuickBooks template. While the standard template works well for new users, growing businesses often require specific details to match their branding. This article explains how to enable the import styles feature, create a properly formatted Word template, upload it, and map fields to QuickBooks data. It also covers 5 methods, ensuring a seamless import process, and answering common questions to help you successfully implement custom invoice styles.

Create a custom invoice template to match your brand. Import styles in minutes to improve flexibility and maintain a professional look.

Step 1: Enable Import Styles in QuickBooks Labs

1. Click the Gear icon in the upper right corner.
2. Select QuickBooks Labs from the menu.
3. Scroll down and turn on Import Styles.
4. Click the Done button.

Step 2: Create Your template in Word

Follow these tips to ensure your forms display correctly in QuickBooks Online:

1. Use angle brackets (“<” and “>”) to mark fields where QuickBooks will map data.
2. Refer to the EZ Map Field List to see available QuickBooks fields.
3. Keep static information (such as your company name, address, and contact details) unmarked.
4. Use supported fonts to ensure proper formatting when uploading your template:
   • 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

Technical Note: Scalar fields are independent and do not repeat. Examples include invoice numbers, due dates, and total amounts. Table fields, however, appear repeatedly as part of a larger section, such as the Activity Table or Account Summary in an invoice.

To use Import Styles effectively, follow these guidelines:

• Place scalar fields in text boxes or tables, but do not mix them with table fields in the same table.

• Always place table fields inside tables.
• The first non-header row of a table repeats until the full invoice is generated; other rows are ignored.
• The formatting of the first non-header row applies to all repeated rows.
• Avoid unsupported elements, as they may cause import issues or fail to transfer correctly.
  • 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

Step 3: Import Your template into QuickBooks Online

To import your customer template, take the following steps:

• Click the Gear icon in the top right and select Custom Form Styles.

• Click the arrow next to New Style, then select Import Style.

• Select a form type, then click the upload section to choose your template file. Use a .docx (MS Word 2010+) file or download a sample template to edit.
• Click Next to upload the document.

The system scans the uploaded document for specified fields before mapping.

Follow these steps to fix it if an error occurs during upload.

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 to QuickBooks Data Fields

• After uploading, QuickBooks maps fields based on your template.
• Review each field to ensure it matches the correct QuickBooks Online data.
• Each marked area in your document will have a number corresponding to the invoice preview. As an example, consider the numbering and mapping of the fields noted below:

Some fields may be mapped incorrectly. To fix them:

• Click the dropdown for the field you want to change.
• Scroll and select the correct mapping.
• Type a word, like “Total”, in the dropdown to filter relevant fields. Select the correct option from the list. For example, enter “Total” and it will only show fields that contain the word in them.
• Once all fields are mapped correctly, click Next to preview your invoice.
• Once the format appears correct, click Save, enter a name, and your new style will be ready to use.

Error Code	What does it mean?	How can I fix it?
Fetching preview failed	The attempt to generate a preview of your style failed.	Check for angle brackets applied wrongly or in the wrong position. Reduce the fields designated with angle brackets until Preview succeeds, then add them back in one by one to isolate the mapping error.
Save Mapping failed	The particular mappings couldn’t be saved.	Please try again, or contact support.
No Mapping found	The mapping wizard couldn’t find any fields that needed mapping.	To ensure that mapping works, please highlight at least one data element on your template with chevrons.
Multiple Page Document	The submitted document consists of multiple pages.	Please limit the Style to a single-page document.

Step 5: Use Your Custom Invoice Style

Create an invoice as usual. Click Customize at the bottom and select your saved template.

10 Free QuickBooks Invoice Templates Ready to Import to QuickBooks Online

Even though you can utilize the predefined templates in QuickBooks Online to issue invoices, there are some scenarios where you must generate one of your own.

In today’s article, there are 10 free downloadable QuickBooks invoice templates that you modify and import into the software. Every software is modified to a particular industry, like law firms, freelancers, retailers, and wholesalers. Not to mention, in this article, we will also guide you on how to import such invoice templates to QuickBooks.

Here is the list of the 10 free downloadable QuickBooks invoice templates:

Construction:	Download Invoice Template
Freelancers with Hourly Rates:	Download Invoice Template
Freelancers with Fixed Rates:	Download Invoice Template
Law Firms:	Download Invoice Template
Property Managers:	Download Invoice Template
Wholesalers:	Download Invoice Template
Catering:	Download Invoice Template
Landscaping:	Download Invoice Template
Non-Profit Organizations:	Download Invoice Template
Retailers:	Download Invoice Template

Now that you know about the 10 free downloadable QuickBooks invoice templates, let us learn about how to import invoice templates into QuickBooks Online.

In this article, we have mentioned many options when choosing the right QuickBooks invoice templates for your business. You can select from the default templates of QuickBooks Online.

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Frequently Asked Questions

“We are unable to generate a preview. Check and correct your mappings from earlier stages, then try again.

Some fields must be in tables. For example, line-item details like quantity, product, and price should be inside tables. Ensure these fields are mapped correctly in the import format.

Some data is missing from the printed or preview document. Why?

The Standard form style settings control how data appears in imported templates. To enable the correct options, follow these steps:

1. Click the Gear Icon and select Custom Form Styles.
2. Find your Standard template and click Edit.
3. Enable the necessary options and click Save.

Your data should now appear in the imported style.

A field that is not mapped in your style will not appear on your forms. For example, without mapping the Shipping Charge Value, shipping costs will be excluded from the invoice, even if they are included.

Is there any restriction on what I can upload?

QuickBooks only accepts Word (.docx) files smaller than 2MB.

Can I upload a style that includes multiple pages?

Yes, You can upload a style with multiple pages.

Can I download my imported form style?

You cannot download the imported style. Save a local copy of the template and note the mappings you selected.

Do I need a field mapped to import a style?

Yes, the imported style must have at least one mapped field.

I get a blank screen after mapping.

This issue occurs when the final output cannot be generated. Possible causes include:

• Incorrect mapping.
• Improper table usage (e.g., empty fields).
• Incorrect use of EZ Map Keys for Tables (they must start after the header row).
• Typos (e.g., missing brackets).

Why is my table row too tall?

Import Styles formats table rows based on the first non-header row. Adjust column widths and try again.

Do You Support other form Templates?

Currently, only Invoice and Estimate templates can be imported in the US Region. Support for other forms is under review.

I need more Fields to be Mapped.

The Map Field catalog lists all available fields for mapping. Fields not in this catalog cannot be mapped. To request additional fields, submit feedback through the help widget.