Invoice Templates

Invoice Templates

This setting refers to Invoicing functionality.

To add Invoice Template, populate the following fields:

  • Template Name: this name is for internal information, not being shown on the invoice.
  • Invoice Start Number: Autoincrement field – it increases on every generation and is no longer editable once it is set.

Note: Invoice Start Number field accepts any characters, once the last character is a digit.  Upon each invoice generation, the digit is being incremented, and the rest of the characters are kept.

  • Invoice Title: you specify the title of the invoice that will be shown on the PDF.
  • Invoice Item Type: you specify the type of items that will appear in the invoices. The billing information will be grouped based on this type:
    • Individual Report/Pricing items – each report item will appear on a separate row in the invoice, based on the items, included in the template:
    • Workspaces – each workspace will appear on a separate row in the invoice – the report information will be aggregated on a workspace basis:
    • Matters – each matter will appear on a separate row in the invoice – the report information will be aggregated on a matter basis.
    • Clients – each client will appear on a separate row in the invoice – the report information will be aggregated on a client basis
    • Report – only one row with the total report sum will appear in the invoice.
  • Invoice General Information Section Title: you specify the title of this document section where the document number, issued date, payment terms and other details appear.
  • Receiver Section Title: you specify the title of this document section where the receiver information appears.
  • Invoice Issuer Section Title: you specify the title of this document section where the issuer information appears.
  • Invoice Issuer Fields: you select (from already created Invoice Information fields with type Invoice Issuer) what information about the issuer will appear on the document.
  • Logo: you can add a logo to appear in the invoice. (optional)
  • Invoice Prefix: the invoice prefix which will be shown in front of the invoice number. (optional)
  • Currency: you can select a currency to appear in the invoice. (optional)
  • Payment Method: you can select a payment method to appear in the invoice. (optional)
  • Payment Term: you can select a payment term to appear in the document. (optional)
  • Default Tax: you must add a tax.
  • Tax Rate 2: you can have a second tax. (optional)
  • Tax Rate 3: you can have a third tax. (optional)

Note: After you save an invoice template of type Individual Report/Pricing items, you must add invoice items in it. Invoice items are automatically added to the template with default values for the templates of the other types (Workspace, Matter, Client, Report). All invoice items in a template can be edited at any time.

To add invoice items in the template, click New button in the Template Layout and populate the following fields:

  • Item Type – the possible value is the same as the template type.
  • Item Order – you specify the order the items will appear in the invoice (if you have more items).
  • Item Name:
    • Selected Type Item Name – the item name will appear in the invoice as it is in the report.
    • Custom Name – additional field Name Value will appear to type your custom name of the item. This name will appear in the report for the relevant report item.

Note: Tasks category items which are added with a Custom name to the template, will always be included in the invoices, regardless they are present in the corresponding billing reports or not. If the items are not present in the billing report, they will appear in the invoice with 0.00 quantity and total.

  • Description – this field is for additional internal information. (optional)
  • Unit – you specify the item unit that will appear in the invoice.
  • Included Report/Pricing Itemsselect from all report items which you would like to appear in the invoice.

Note: You can create a combination of report items which will be summed on the same row if they use the same units (count or size). This feature allows you to generate summarized reports based on the detailed MaxBilling reports.

  • Aggregate All of Same Type – when selected, the items of the same type will be aggregated on the same invoice line, if they are present in the corresponding report with different prices.
  • Include 0.00 – (beta) when selected, the selected items will be included in the invoice with 0.00 even if they are not present as line items in the corresponding reports or their usage is 0.00. reports.

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