Firm360 simplifies the invoicing process by allowing you to create and use invoice description templates, saving time and ensuring consistency in every invoice. This feature lets you re-use pre-written descriptions for billable types and categories, enhancing accuracy and efficiency.
Important Notes:
- Template Creation: Invoice description templates must be created through Customizations before creating an invoice. Only users with the Admin role have permission to create these templates.
- Character Limit: The description box has a 1,000 character limit.
Initial Setup: Configuring Billable Category/Type Descriptions
Before utilizing the invoice description templates, you must first configure the billable category and/or billable type descriptions. Follow these steps to set them up:
- Navigate to Customizations:
- In the black ribbon, navigate to the Customizations section.
- Select either Billable Types or Billable Categories to configure descriptions.
2. Add or Edit Descriptions:
- To add a description to an existing category/type, click the Edit button next to the item.
- To add a new billable category/type with descriptions, click the Add button located at the bottom right.
Add a New Description Template:
- Click on the Add Description button.
- Enter a Title for the description (this will appear in the dropdown when creating an invoice).
- Write the Description, keeping in mind the 1,000 character limit.
- After completing the title and description, click the checkbox to initially save the description.
- You can continue adding other templates by repeating the steps. Once done, click Save to finalize your changes.
Managing Existing Description Templates
If you need to edit or delete a description template, follow these steps:
- To edit an existing template, click the pencil icon next to the template title.
- To delete a template, click the trashcan icon next to the template title.
By setting up and managing your invoice description templates effectively, you can streamline your invoicing process, reduce errors, and save time on each transaction.
Creating Invoices Using Billable Types/Categories Description Templates
Start by navigating to the Invoice Preview screen. From there, you’ll need to roll up the invoice by selecting either Category or Type based on your preference.
To modify the description, click on the Edit Description option. This will grant you access to the Description Templates you’ve previously created under Customizations.
In the dropdown menu, you will see a list of pre-established Description Templates. Choose the template that best suits your needs.
Once you've selected a Description Template, it will appear in the description box, below any existing text. You can then make any necessary edits or adjustments to the description.
To save your changes, simply click the check mark icon. The updated description will be saved, regardless of whether you submit or create the invoice immediately.
Note: As long as you click the check mark icon to save your changes, the updated descriptions will persist even if the invoice is not submitted right away.