One-time invoices (Basic): Create & apply templates

Our templates are used to automate routine procedures and save loads of time. Here, we show you how to create an invoice template proactively or while creating a pipeline so that you can apply it as an automation.

Covered here:

• Creating invoice templates
• Using invoices templates in automations
• Applying invoice templates
• Editing invoice templates
• Duplicating invoice templates
• Deleting invoice templates

Creating invoice templates

An invoice template can be created by a firm owner, admin or team member with access rights to manage templates.

To create an invoice template, go to Templates > Firm templates from the left menu bar, then Invoices. Next, click Create template.

Or access this page by adding the Create invoice automation while making or editing a pipeline, then click New template.

The Create invoice template window is split into left and right parts.

In the left part, you have the following options:

1.  Template name: You’ll see this when selecting the template.

2.  Description: Add an optional description of what is included in the invoice. You can use account shortcodes based on custom fields and date shortcodes. Here's more on shortcodes.

3.  Choose a payment method: Select the payment method you want the client to use. More on selecting a default payment provider.

4. QuickBooks settings: Select Location and Class for the invoice to be sent to QuickBooks. Clients will not see this field. Note that the QuickBooks settings section is displayed only if you turn it on in QuickBooks. Go to Account and Settings > Advanced > Categories and turn on tracking locations and/or classes.

5.  Send email to client when invoice created: This message will replace the default text in the email system notification sent along with the invoice. The email won't be accessible to you after you send the request. You can also use account shortcodes based on custom fields and date shortcodes.

6.  Pay invoice with credits if available: Toggle this on so the invoice is paid with any TaxDome credits the client might have. Find out more about paying on behalf of a client.

7.  Reminders: Toggle this onto send an email notification to the client if they haven't paid the invoice within a specified number of days. Here's more on reminders.

In the right part of the Create invoice template window, you have the following options:

1. Line items: In the Line items section, you can:

• Add line item: Click Line item, then either select an existing service or create a new one. Fill in the Rate field, set the number of services and tax (here's more on tax rates in invoices), and type in the Description (optional). Select Class to be sent to QuickBooks (clients will not see this field).
• Apply discounts: To add a discount line item, click Discount, then fill in the Rate field. 
• Manage line items: Click the trash bin icon to delete a line item. Click three dots to edit, duplicate, delete or create a new service from it.
• Adjust settings: Click Settings to determine which columns will be displayed in your invoice. 
  If the  Description and Service date fields are empty and you didn't hide them, they will automatically be hidden from the invoice. There is a different logic for the Rates & Qty and Tax columns: you should hide them in Settings so they are not displayed in the invoice, even if the value is set to 0. 

2. Summary lets you see:

• Subtotal: This is the sum of the amounts for the services provided before tax. You can edit it if you don't have any line items. After you add them, it is calculated automatically and can't be changed.
• VAT rate: If you don't have line items, you can edit the VAT rate. If you have line items, to edit the VAT rate, you need to enable the VAT column for the line items (here's more on sales tax).
• VAT amount: Calculated automatically from Subtotal x VAT rate.
• Total: Calculated automatically from Subtotal + VAT amount.

3. Note to client: You can add Note to client and personalize it using shortcodes. It can be either a note with the payment details or just a message. This note will be displayed in the client portal and in the PDF invoice.

4. Preview: Click Preview at the top right to see in advance the exact PDF your clients will get. If you are happy with what you see, click Save & exit from the preview mode.

If you want to customize the look of your invoices and white-label them, click Invoice settings from the preview mode and make the required adjustments. Find out more on how you can customize the invoice look.

Applying invoice templates

Invoice templates could be used either while creating invoices, while creating proposals or proposal templates or when setting up the pipeline automation.

Here’s how:

1. Create a new invoice or add an invoice to the proposal.

2. Click the Invoice template list to expand it, then select a template.

3. Continue by setting up the invoice. You can now make changes to the amount, tax rate, etc.

Note: Changes you make on an invoice don’t affect the template.

Editing invoice templates

To make changes to an invoice template, follow these steps:

1. Go to Templates > Firm templates from the left menu bar, then select Invoices. Next, click on the invoice template name in the list.

2. Make changes to the invoice template, then click Save & Exit.

Duplicating invoice templates

To create a new invoice template from an existing one, click the dots to the far right of the invoice template, then select Duplicate from the drop-down. A copy of the invoice template will be saved with a suffix (e.g., Form 1040 (2)).

Deleting invoice templates

To remove an invoice template completely, click three dots to the far right of the invoice template name, select Delete in the drop-down, and then click Delete again to confirm.