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J
joemyrick
April 7, 2025
Question

Does anyone know how to get QuickBooks Online to use the default invoice template when importing invoices? I would also settle for specifying which template to use.

  • April 7, 2025
  • 1 reply
  • 0 views

This is only an issue when importing invoices; it always uses the "Modern" template, which is not the default invoice.

1 reply

R
RCV
April 7, 2025

Let's perform some troubleshooting steps to ensure that QuickBooks Online (QBO) uses the default invoice template when importing invoices, joemyrick.

 

To ensure that QBO uses the default invoice template when importing invoices, we need to make sure we have set your preferred template as the default template. Here's how:

 

  1. Go to the Gear icon on the top menu.
  2. Choose Custom Form Styles.
  3. Find the template you want to use and click the down arrow on the Edit button.
  4. Select Make default.

 

When importing invoices, QBO may not directly prompt you to choose a template. Therefore, your desired template must already be set as the default as per the previous step.

 

Also, when you set a customized form as the default style, the program should use that one moving forward when you create a new invoice. If you need to import and design custom form styles for your invoices, you can follow the detailed steps in this article: Import custom form styles for invoices or estimates in QuickBooks Online.

 

If the invoices are still imported using the wrong template, we can modify them individually after import. We can follow the steps below:

 

  1. Go to Sales on the left side menu.
  2. Choose Invoices.
  3. Open each invoice and click the Customize tab at the bottom to change the template. Then, repeat the same steps for other invoices. 

 

Moreover, you can refer to this article about the new release for estimate and invoice layout in the program: See what’s new with estimates and invoices in QuickBooks Online.

 

Know that our door is open 24/7 if you need assistance performing specific tasks in QuickBooks. You can always utilize the REPLY button below if you have any additional concerns about importing invoices or any QuickBooks-related concerns. You have a good one, joemyrick.

J
joemyrickAuthor
April 7, 2025

I will go through the suggested steps to troubleshoot/resolve the issue, but have you tried this in QuickBooks Online? Does it work for you?

 

I followed your directions, and I have my custom invoice set as the default.  It still doesn't work as expected.

 

There are two options for creating invoices:

  • Option 1 - "Create Invoice"
  • Option 2 - "Import Invoices"

 

When using Option 1, the default/custom invoice is used, and all is good.  I don't use this option as I have hundreds of invoices to create regularly.  When using Option 2, the "Modern" invoice is used as the template.  I must have the "Account Summary" on the invoice.  The "Modern" invoice does not provide the option to include an "Account Summary".  I've been using Quickbooks for 15+ years, and a couple of years ago when Quickbooks changed the way invoices are created, the functionality for including an "Account Summary" on the "new format / Modern Invoice" was removed.

 

How do I get an Account Summary on either 1) The Modern Invoice (this is a quickbooks invoice that's included with Quickbooks Online), or 2) Imported Invoices.

 

Thanks for your help and looking forward to your reply.

EduardA
EduardA
April 7, 2025

Currently, the Modern invoice template doesn't provide the option to include an Account Summary (however, you can send us your feedback or suggestions about this). Nevertheless, you can include the Account Summary to display on your custom invoice template, @Joe11_2. Let me show you how to do it in QuickBooks Online (QBO).

 

  1. From the Custom form styles section, click on Edit option corresponding to your customized invoice template.


     
  2. Select the Content tab, then click on the lower part of the sample invoice (where the Date, Description, and Amount are displayed).


     
  3. On the left side, check the box for Show on invoice to make the Account Summary visible on the invoice.
  4. Select Done to save your settings, then make it your default template.

 

Additionally, you can switch between your custom invoice templates and the Modernized template through the Design option when creating your invoice.

 

Here's how:

 

  1. Go to the + New option, then select Invoice.


     
  2. Click on the Manage menu.


     
  3. Go to the Design dropdown, then select your preferred invoice template (which includes the Modernized template and your custom templates).
  4. Click on either Save and close or Review and send option when you have finished entering the necessary details on the invoice.

 

Additionally, I'd like to share this guide to help you record your invoice payments in QuickBooks: Record invoice payments in QBO.

 

If you have any further questions regarding your invoice layout, please feel free to leave a comment below. The Community is here for you 24/7. Have a great day ahead.

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