Save more time when creating an invoice or quote – use a template

Online billing with Invoiceplace is now even faster and easier with the introduction of templates. A template enables you to create an invoice, quote or receipt with pre-set/default fields – saving you time and effort.

A new tab is now available titled ‘Templates / Preferences’ where you can view and manage invoice, quote and receipt templates.

invoiceplace display default invoice quote proposal receipt templates tab

Invoice / Quote Template fields

Customer – If you are currently doing most or all of your work for a certain customer you can choose the customer that is automatically selected on your invoice or quote.

Invoice/Quote NumberCould be used to have a standard prefix for your quote or invoice number. For example if your invoice number uses the format ‘INV2007-12-25’ incorporating the date you would enter a template invoice number of ‘INV2007-‘ (excluding the quotes). This saves you time whenever you create a new invoice. Similarly if your quote / proposal numbers always follow the format of ‘QT2007-12-25’ you would enter ‘QT2007-‘ as the quote template number.

Reference – This is the field commonly used to enter a purchase order number.

Terms (days) – Use this field to enter a standard number of days that a quote is valid for, or a standard number of days before payment is required for an invoice.

Postage Price and tax percentage – Used to enter a standard postage price.

Payment methods – If you only accept certain quote or invoice payments (such as only COD (Cash On Delivery)) then you can specify which payment methods are available.

Currency – If you create most of your invoices and quotes in an overseas currency then you can have this currency selected by default.

Description – Enter a standard description.

Items – Have quote and invoice items that appear automatically.

Delivery Instructions/Comments – Customize the comments so that you can your own thank you message to your customers, or any other comments that you require or would like to appear on your invoice and quotes.

Example invoice template

invoiceplace create a example invoice template

This invoice template for the fictional supplier Sam’s Electrical has the following set-up –

  • The customer will always start off as Joe’s Fish Shop.
  • The invoice number starts with ‘2007-‘.
  • The Reference field starts with ‘PO#’.
  • The Payment terms are 45 days.
  • Payment can be accepted in the form of Cash On Delivery, Check or Direct Bank Transfer.
  • There is a standard invoice item of a free Truckers Cap on every invoice (this is a promotion being run by Sam). Note that this cap is free because the line item is discounted 100%.
  • The comments has a reference to the fact that Sam’s Electrical won a Small Business Innovation Award.

Example quote template

invoiceplace create a example quote proposal template

This quote template for Sam’s Electrical has the following set-up –

  • The customer will always start off as Joe’s Fish Shop.
  • The quote number starts with ‘2007-‘.
  • The Quote is valid for 60 days.
  • Payment can be accepted in the form of Cash On Delivery, Check or Direct Bank Transfer.
  • There is a standard item of a free Truckers Cap quoted (this is a promotion being run by Sam). Note that this cap is free because the line item is discounted 100%.
  • The comments have a message to contact Sandy if the customer has any questions or require changes to the quote.

Receipt Template fields

Receipt Number – Could be used similar to the quote/invoice number if you have a standard prefix or format for your receipt number.

Comments – Customize the comments to have your own thank you message to your customers.

Example receipt template for Sam’s Electrical

invoiceplace create an example receipt payment template

This receipt template has the following set-up –

  • The receipt number starts with ‘2007-‘.
  • The comments have a special thank you message.

How to create an invoice or quote using a template

When you have created an invoice and quote template a new link will appear next to the existing ‘Create New Invoice’ and ‘Create New Quote’ to ask if you wish to create using a template.

Create a new invoice or quote from a template at the welcome page -

invoiceplace create invoice or quote proposal from a template

Create a new invoice from a template from the Invoices tab -

invoice place manage invoices create a invoice with template option

Create a new quote from a template from the Quotes tab –

invoiceplace manage quotes proposals create a quote with template option

How to create a receipt using a template

After a receipt template has been created all receipts automatically use this template.

When a template is not used

A template is only used when creating a new invoice, quote or receipt and not used when you copy an existing invoice or quote.

How many templates can I create?

Currently all account types can create one template each for quotes, invoices and receipts.

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Comments (1) to “Save more time when creating an invoice or quote – use a template”

  1. [...] Save more time when billing using Invoiceplace by creating multiple quote and invoice templates. Previously only one template could be created. If you have to create invoices for common products and/or services you can avoid having to retype the same details each time by using a template. [...]