What is invoice template

Use invoice templates to predefine settings for invoices. Using the templates invoice header blocks (such as account’s billing details or logo) can be repositioned. Enter text into notes before and after invoice rows fields to be shown on each invoice that uses that template. From the settings-tab of the invoice template you can define how invoice rows are displayed, for example invoice row description or grouping.

Invoice templates are managed in Tools > Settings > Invoice templates. Default templates or inheritance for templates can be set for business units, accounts and cases. If needed, invoice template can be changed on individual invoice also. Admin user can also create invoice template directly from an invoice.

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What is case custom template

Case custom template is a template that can not be managed in settings. Custom template is created when invoice free text fields or invoice settings are changed on the invoice itself. After saving these changes on an invoice, invoice template menu on a case will display “custom” and next invoice created for the case will use the settings of the previous invoice. Custom template can only be managed on the invoice.

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Create or edit invoice template (in settings)

Go to Tools > Settings > Invoice templates. Enter a name for the template and click Add or edit existing template by clicking the pen icon in front of the template name. Invoice template has two tabs; “Invoice” and “Settings”.

On the “Invoice” tab you can change the location of the invoice header blocks by dragging and dropping the block. Use Reset invoice header menu to reset blocks into their default places.

On the “Invoice” tab you can also select a default billing contact and enter text that will be visible before and after invoice rows.

Remember to save changes using Save button at the end of the page.

From the “Settings” tab you can choose the color of the invoice from Style menu or choose which columns are displayed on an invoice. You can also define invoice row description for work hours, travels and products and select if invoice rows are grouped.

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Create invoice template (from an invoice)

Only users with administrator access rights can create invoice templates directly from an invoice. Create or open an invoice. Change the content of notes before invoice rows and notes after invoice rows if needed. The text in these fields will be saved to the invoice template also. Open invoice’s Settings tab. Change the “Invoice template settings” as you like them to be. Then select “Save as organization template” and give a name for the new template. Click Save to save changes and new template.

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Selecting invoice template

On Business units:

Go to Tools > Settings > Business units and edit business unit. Select the default template to be used on invoices of this business unit. Notice that this setting will be overruled if account or case has invoice template selected.

On Accounts:

Search and open an account. Open Billing details section and choose invoice template to be used on invoices of this account. Notice that this setting can be overruled if case has invoice template selected.

On Cases:

Search and open a case. Open billing details section and choose invoice template to be used on invoices of this case. Notice that if invoices created for this case also include other cases, invoice template of the account is always used.

On Invoices:

Create an invoice or open existing one. Open Settings-tab and select invoice template to be used on this invoice.

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Mass update invoice templates to accounts or cases

Open accounts or cases report and use report filters to limit results as needed. In the beginning of each result row a checkbox is visible if you have access rights to edit the account or the case. Mark all the rows that you wish to update. From the Action-menu select “Change invoice template”, then choose which invoice template is updated to the marked rows. Click update to finish.

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