Design of invoice
Many people need to make some changes to the appearance of an invoice to get it the way they want. Templates based on HTML are what have been used so far. These have some obvious weaknesses, as it is very difficult to make changes without knowing HTML, as well as HTML being good for something to be displayed on a screen, but not as good for something to print.
We have therefore designed a system that uses ODT documents. This means that you as a user can use a regular text editor to make customizations to the design, and at the same time you can control exactly where different elements should be placed on the printout.
The system comes with a complete set of templates that all 24SevenOffice customers can use. Customers who do not need to make changes will automatically use one of the standard templates - and can start billing immediately.
Invoice customers who want to make changes can easily download one of the standard templates, make the necessary changes, such as adding a logo, and then upload the new template.
In addition, we have, among other things, created better functionality for laying the groundwork for those who specify hours or costs.
Choice of invoice design
Once invoice design is defined, one can choose which customers or customer groups will receive which design. For example, there may be customers with special requirements, or foreign customers who need invoices in their language.
Unlike in the past where customers set one design as standard, and then handle exceptions to individual customers, one can now set rules for when a design should be used.
The solution is designed very flexibly and adapted to different needs, so that customers who want to operate with one design can of course do this.
When billing customers, the system will follow the set of rules defined, find the right template and produce the invoice as a PDF file right away. This makes it possible to pick up an invoice at a later date, as it has already been produced.
Regardless of whether the invoice is to be printed, sent as EHF, sent by E-mail, the same file will be used - and the invoice will look exactly the same - no matter which distribution channel one uses.
Get started with invoice design
Invoice and order design is handled under menu Billing - Settings - button Templates.
The system offers several different standard templates that can be used for both printing and PDF generation of orders and invoices. In invoicing, the system automatically generates a PDF based either on the current default template for the client, or on which rule is defined for that client. For orders, choose template when downloading or sending order via email.
If you want to change one of the default templates, you do this by first selecting the template you want to change, and then clicking "Download". We recommend using OpenOffice Writer as an invoice design editor.
Customize an invoice or order template - step by step
Select one of the available system templates.
Select "Download" to store a copy of this template locally on your machine. This copy can be customized and re-uploaded as a new version of the template.
Insert logo from an image file directly into the template, if desired.
Make other changes: Add / remove fields from the template, change color scheme etc
Available fields that can be used when customizing a new template can be found under the "Fields" button and these fields can easily be copied into the template by using CTRL + C on the desired field under "Fields", and then CTRL + V directly in the invoice template.
Store the custom version of the invoice template locally on your machine.
Under New Templates, click New to upload the custom template.
Optionally click on to get a preview of the invoice design.
Click the Change Template icon or double-click the template to adjust the name, change the default template, or set rules for the template. It is not possible to change the system templates.
Click the Delete icon to delete a custom template. It is not possible to delete the system templates.
Here you can download an invoice template at a discount
Here you can download template for packing slip
All custom templates can be configured to be used automatically when an invoice meets one or more criteria set up under Rules.
Available rules are Country, Language, and Customer.
Country: When selecting a specific Country, the template will be used when printing invoices belonging to customers where this country is set up on the CRM customer card.
Language: When selecting a specific Language, the template will be used when printing invoices belonging to customers where this language is set up on the CRM customer card.
Customer: Here you can enter specific customers for which the template should apply. Once you place a customer on a template, you do not need to set rules for either language or country.
NOTE: The Template button is part of a whole set of settings that are collectively referred to as Distribution Settings in the Invoice module.