How to Import Invoice Templates to QuickBooks

Invoice templates help you control the look of your invoices so they match your brand. Depending on whether you use QuickBooks Desktop (QBD) or QuickBooks Online (QBO), your options differ.

Importing Invoice Templates in QuickBooks Desktop

What You Need:

• A custom invoice template saved in a .DES file.

• Your QuickBooks Desktop company file open.

Step-by-Step Instructions:

1. Open Templates:

   • In QuickBooks Desktop, click on the Lists menu.

   • Select Templates from the list.

2. Start the Import:

   • In the Templates window, click on the drop-down arrow next to New Style.

   • Choose Import.

3. Select Your File:

   • In the file browser, locate the .DES file you created.

   • Click Open to import the file.

4. Finish:

   • Once the file is imported, the new template will appear in your list.

   • You can now select this template when creating or editing invoices.

Note: Make sure your .DES file is formatted correctly and is under 2MB in size.

Customizing Invoice Templates in QuickBooks Online

Important Limitation:

• QuickBooks Online does not allow you to import custom invoice templates from external files. Instead, you can only modify the built-in templates.

How to Customize Your Invoice Template:

1. Access Custom Form Styles:

   • Log in to QuickBooks Online.

   • Click the Gear icon in the upper-right corner.

   • Select Custom Form Styles from the list.

2. Edit a Template:

   • Find the invoice template you want to use and click Edit.

   • Use the tabs (Design, Content, and Emails) to change colors, fonts, logos, and the layout.

3. Save Your Changes:

   • Once you are happy with the design, click Done.

   • Your changes will apply to all future invoices you create.

Alternatives for More Customization:

• If you need a fully custom design that looks exactly as you want, consider using an application like SaasAnt Transactions that works with QuickBooks Online. These apps can let you import a custom template in a different format (usually DOCX) and offer extra mapping features.

Limitations and Alternatives

• QuickBooks Online:
  You cannot import a custom template file directly. You must use the built-in templates and customize them through the settings.

• Apps:
  Tools like SaasAnt or Method may offer additional customization options and can work with QuickBooks Online. Check these out if the built-in options do not meet your needs.

Frequently Asked Questions (FAQs)

Can I import my own custom invoice template into QuickBooks Online?

No, QuickBooks Online does not support importing custom invoice templates directly. You can only customize the templates provided by QBO.

What file type should my invoice template be for QuickBooks Desktop?

For QuickBooks Desktop, your custom invoice template must be in a .DES file format.

Can I change my invoice design in QuickBooks Online?

Yes. In QBO, go to the Gear icon, then select Custom Form Styles. From there, you can edit the design, layout, colors, fonts, and even add your company logo.

What if I need more customization than what QuickBooks Online offers?

If the built-in options are not enough, consider using an app. These apps allow you to import a custom template (often in DOCX format) and offer advanced mapping and customization features.

How do I set a default invoice template in QuickBooks Online?

In QBO, after editing a template, you can set it as the default by selecting the “Standard” option under Custom Form Styles.

Importing Bulk Invoices to QuickBooks

Now that you have easily imported invoice templates to your QuickBooks, here is an effective and swift way you can import your bulk invoices and transactions to QuickBooks. SaasAnt Transactions is an amazing software that intuitively assists you to import, export, edit and delete transactions to your QuickBooks in a breeze. SaasAnt Transactions takes only a few minutes and a few clicks to replace your hours-together labour of manual bookkeeping.

Now, you can bulk import your invoices to QuickBooks in just 4 simple steps.

• Click New Import and choose the desired file from your computer.

• Select your invoice sheet and choose Invoice in the QuickBooks entity.

• Now map your field with respect to QuickBooks attributes.

• Preview and upload if everything is perfect.

Isn’t it that easy?

So, if you haven’t tried working with SaasAnt Transactions, check out our products and unveil more features up for your automated accounting. SaasAnt Transactions is open for a 30-day free trial with which you shall explore and utilize its efficiency. Or you shall reach out to support@saasant.com anytime if you have any questions.

To learn more, check out this article on importing PDF invoices into QuickBooks Online.