To create your own invoicing template, you can first download the Example Word file. (See article Invoicing: pdf customization).
You can then use this Template and apply your changes directly onto the file.
You can decide which data you wish to retrieve in your invoice, quote and credit note PDF and decide how and where you want it to be displayed.
Text fields display:
1. List of the main fields
You can display the following fields in your invoice PDF by inserting their associated tags into your word file:
| Fields | Tags |
| Quote or Invoice description |
<@InvoiceDescription@> |
| Customer (or invoiced client, if there is one) | <@CustomerName@> |
| Customer custom Number |
<@CustomerCustomNumber@> |
| Site | <@SiteName@> |
| Site custom Number |
<@SiteCustomNumber@> |
| Equipment |
<@EquipmentName@> |
| Equipment custom Number |
<@EquipmentCustomNumber@> |
| Job Address | <@JobAddress@> |
| Job Additional Address | <@JobAdditionalAddress@> |
| Customer Additional Address | <@CustomerAdditionalAddress@> |
| Site Address | <@SiteAddress@> |
| Site Additional Address | <@SiteAdditionalAddress@> |
| Customer's VAT Number | <@CustomerVATNumber@> |
| Customer's contact first name (or the site's if there is one) | <@FirstName@> |
| Customer's contact last name (or the site's if there is one) | <@LastName@> |
| Customer's contact phone (or the site's if there is one) | <@Phone@> |
| Customer's contact mobile (or the site's if there is one) | <@Mobile@> |
| Customer Email | <@Customer.Email@> |
| Site Email | <@Site.Email@> |
| Email linked to the job | <@Job.Email@> |
| Your company's billing address or the job type's company header | <@AddrHeader@> |
| Invoice type: Invoice, quote or credit note | <@InvoiceType@> |
| Invoice number | <@InvoiceNumber@> |
| Invoice creation date | <@InvoiceDateCreate//dd MMMM yyyy@> |
| Invoice payment date | <@InvoiceDatePay@//dd MMMM yyyy@> |
| Invoice payment date due | <@InvoiceDateDue//dd MMMM yyyy@> |
| Number of the linked job for which the invoice was created | <@LinkedJobNumber@> |
| Job description | <@JobDescription@> |
| Job creation date | <@JobCreateDate@> |
| Job's real start date and time | <@JobStartedDate@> |
| Job's real end date and time | <@JobCompletedDate@> |
| Type of the linked invoice/quote/credit note | <@LinkedInvoiceType@> |
| Number of the linked invoice | <@LinkedInvoiceNumber@> |
| Category + Product Code of the parts | <@Item@> |
| Name + Description of the parts | <@Description@> |
| Price per part | <@UnitPrice@> |
| Quantity for each part | <@Quantity@> |
| Discount for each part | <@Discount@> |
| Global discount | <@GlobalDiscount@> |
| Total price per part after discount and tax | <@Total@> |
| Tax for each part | <@Tax@> |
| Name of each part's tax |
<@TaxName@> |
| Total of all values tax free | <@SubTotal@> |
| Tax value per part | <@TaxVal@> |
| Value of the tax times the unit prices subjected to this tax | <@TaxTotal@> |
| Total of all values after-tax | <@FinalTotal@> |
| Invoice signature | <@SignPictureInvoice@> |
| Invoicing address | <@InvoiceAddress@> |
Please note that if you wish to display dates or format in a different format than the one you have set up in your "Regional Settings" then you can specify the format in the tag.
E.g. <@InvoiceDateCreate//dd MM yy hh:mm@>
2. Billing table and tax list:
a. Display the billing table:
In order to display a series of invoiced parts and services create a table (or copy the one from the example template) which will display in line all of your parts and will be split into 7 columns:
item, description, unit price, quantity, discount, total, tax.
Please note that the tag :
- <@Item@> will display the Category followed by the Product code
- <@Description@> will display the Name followed by Description
Then identify this table by adding the « BillingLineTab » bookmark, in the Word Template.
Please note that you can change the title of each column and that you can delete the unwanted columns.
b. Display the tax list:
Should you wish to show the list of tax rates and tax values you can insert in second table with the tags <@TaxVal@> and <@TaxTotal@> and identify it by adding to it a « TaxTab », in the Word Template.
See the result in the example shown below:
3. Custom fields
To create custom fields, go to the custom fields section.
Display of a specific custom field:
The following tag enables you to only display a specific custom field : <@Object//CustomField//cfName@>
E.g. <@Job//CustomField//General information:@>
If your custom field is linked to a quote/invoice, job, technician, client, site or equipment you just need to replace Object with :
Invoice, Job, User, Customer, Site or Equipment in the above tag.
4. Logo display:
To add your logo, see the article upload my logo.
To insert your logo into the invoicing template add the tag <@Logo[//Width*Height]@> and you can choose its size by replacing "Width * Height".
E.g. <@Logo//50*50@>
You can also decide to only specify the width of your logo in order to keep your logo's original proportions : <@Logo[//Width]@>
Ex: <@Logo//50@>
If the resolution doesn’t suit you, you may directly copy your logo into the Word file.
Warning : Please note that you cannot overlay images nor texts in your Word file.
5. Signature display:
The tag <@SignPictureInvoice//[//Width*Height]@> allows you to display, respectively, the invoice signature and choose its size.
E.g. <@SignPictureInvoice//25*35@>
6. Add text:
You can add text just by writing it down in the Word file.
For instance, this can prove itself useful should you wish to add Conditions of Sale at the end of your invoice. You then just have to copy paste the text in the file.
