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Creating an Excel template for importing 7-9 line invoices with blank formatting rows requires specific structuring to handle both actual line items and visual separators properly.
You’ll learn how to build a reusable template that preserves your formatting preferences while ensuring clean imports into QuickBooks Enterprise.
Build a flexible Excel template using Coefficient
Coefficient handles Excel templates for importing invoices with multiple lines including blank rows, though the format requires specific structuring for optimal results. The platform’s “Export Empty Cells” option lets you preserve formatting blank lines in QuickBooks while skipping empty rows during processing.
This approach maintains Excel formatting flexibility while ensuring QuickBooks compatibility through real-time validation and automatic error detection.
How to make it work
Step 1. Create separate sections for invoice headers and line items in your template.
Build an Invoice Header Section with Customer Name/ID, Invoice Date, Due Date, PO Number, Invoice Number, Terms, and any custom fields. Then create a Line Items Section with Invoice ID (to link with header), Item Name/SKU, Description, Quantity, Rate, Amount, Tax Code, and Service Date if applicable.
Step 2. Add a “Row Type” column to distinguish between line items and formatting rows.
Use values like “ITEM” for actual line items and “BLANK” for formatting rows. This lets Coefficient’s conditional logic determine which rows to process as actual invoice data versus visual separators. Include consistent column headers that match QuickBooks field names for automatic mapping.
Step 3. Configure Coefficient’s export settings to handle blank rows appropriately.
Enable the “Export Empty Cells” option to preserve formatting blank lines in QuickBooks if they serve as visual separators. Use Coefficient’s preview feature to verify exactly how blank rows will be handled before import. The platform shows color-coded indicators for which rows will be processed.
Step 4. Save your export mapping configuration for reuse.
Once you’ve configured the template structure and mapping, save it as a reusable export mapping. This means you only need to configure the template once, then simply update data and execute imports with a single click for future invoice batches.
Create your reusable invoice template today
This template approach combines Excel’s formatting flexibility with QuickBooks’ data requirements, ensuring consistent imports every time. Start building your optimized invoice template with Coefficient.
