Create a billing document template

Build a reusable invoice or quote layout with sections such as Parts and Labour, starter rows, notes, payment instructions and terms, then activate it so new documents start from it.

In the sidebar, open Settings, then choose Billing Document Templates under Templates. The page address is /settings/org/templates/billing-documents. A new template opens at /settings/org/templates/billing-documents/new.

A billing document template decides how a new invoice or quote starts: which sections group the lines, which rows are already there, and what notes, payment instructions and terms print on it. Set one as the default and every new document of that kind starts from it.

Before you start

• Your role needs permission to read billing document templates to see the page, and permission to create them to add one. Activating a template needs its own permission.
• A template is a Draft until you activate it. Drafts do not affect anyone's documents.

Steps

1. Press New template. The New billing document template drawer opens.
2. Under Business layout, press Use service/repair sections to start from a layout with Parts, Labour, Subcontract, Shop supplies and Fees. Skip this to build your own.
3. Under Basics, type a Name and pick the Document kind: Invoice or Quote (it cannot change after saving). Add a Description if useful.
4. Turn on the default switch if new documents of this kind should start from this template.
5. Under Standard document fields, fill in what every document should carry, such as a Sales rep, Ship via or the Pay to name and address for cheques. Leave per-document fields like Customer PO # blank.
6. Under Customer-facing copy, write Internal notes (your team only), a Message to customer and Payment instructions.
7. Under Terms and presentation, type the Terms code, Terms label and Terms days that print on the document, and pick a Theme.
8. Under Sections and starter rows, press Add section for each group of lines. Open a section to rename it; drag sections to reorder them. For a line every new document should start with, press Add starter row under Optional starter rows, pick its section, and turn on its switch so it reads Adds automatically.
9. Press Create template. The drawer stays open on the saved template.
10. Press Activate. The status changes from Draft to Active, and new documents can use it.

What you see

• The list shows every template with its Status, Version and Usage (how many scheduled billing plans use it, or Unused).
• Template summary at the top of an open template shows its status, version, whether it is the default, and its Scheduled usage.
• Preview at the bottom of the drawer shows the sections, starter rows and copy.
• Duplicate copies a template into a new draft. You can also edit an active template and press Save changes; only archived templates are locked.
• Archive retires a template; Restore to draft brings an archived one back for editing. Archive stays off while scheduled billing uses the template.

If something looks different

• New template is missing: your role cannot create templates. Ask your admin.
• Activate is off: your role can edit templates but not activate them, or the template is already active.
• Documents you create do not use the template: it is still a draft, or another template is the default for that kind. Activate it and turn on the default switch.
• Changing the template did not change existing invoices: templates only shape new documents.

Start a new billing document template