Managing invoice templates

BEFORE YOU BEGIN  If you need additional fields on your invoice, refer to Additional invoice fields.

About invoice templates

Every Autotask invoice that you prepare for a customer is based on an invoice template. Invoice templates store the layout of the invoice, the fields and columns that will appear on it, the grouping and sorting of invoice items, and the payment terms.

Your Autotask instance includes several system invoice templates to get you started. These templates reflect the most popular invoice layouts for use with envelopes. They cannot be edited or deleted, but they can be copied, and you can edit the copy.

You create, edit, copy, delete, and activate/inactivate templates on the Invoice Templates page. To open the page, use the path(s) in the Security and navigation section above.

For more information about customizing invoice templates, refer to Designing invoice templates.

When should you create additional invoice templates?

While you cannot edit the system invoice templates, you can copy and edit them.

You may need additional invoice templates if:

• You want the invoice to be presented in a different language.
• Your customer is located in a different country and their invoices require different information. If you are doing business in multiple countries, you can specify a default invoice template at the country level. The template is applied to all invoices generated for customers in the associated country and will override the global default template. Refer to Managing your Countries list.
• Individual customers may require specialized invoices. If you have one or more customers with unique invoicing needs, you can create custom invoice templates to address those needs. You then associate the invoice templates at the organization level. The organization level default template will override both the global and country level default templates. Refer to The Invoice settings tab and page.

Managing invoice templates

All of the invoice templates are listed on the Invoice Templates page. You can do the following:

Option	Description
New	Click to open the New Invoice Template page where you configure the basic settings of the invoice template. Refer to Editing invoice template properties.
Context menu options
Design	Open the Design Invoice Template page. For more information, refer to Designing an invoice template.
Edit Template Properties	Open the Invoice Template Properties page. For more information, refer to Editing invoice template properties.
Copy	Copy the template and make any changes on the Invoice Template Properties page. Refer to Editing invoice template properties.
Set as Default	Set this template as the global default and automatically assign it to all customers that use the global default. There can be only one global default, therefore if you make this template the default, it will replace the current default designation.
Activate / Inactivate	Set this template as Active or Inactive. The default template cannot be inactivated. NOTE   Inactive templates remain associated with countries and customers they were selected for prior to being inactivated, but cannot be selected for new countries, organizations, or invoices.
Delete	Delete the template and remove it from the table. NOTE  You cannot delete the Autotask Default template, any template that is currently set as the default template, or any invoice templates that are associated with an organization or invoice. If the template cannot be deleted, you can inactivate it to prevent it from being used for new invoices.