Invoice Customization

Available on Pro and Elite plans

Overview

Invoice Customization provides the ability to create and tailor multiple invoice templates to suit various business use cases that would require the information and formatting of an invoice sent to one account to be different to that sent to another. For example, if your organization has several entities within it, you can now send out varying invoices with unique logos, company information (e.g. address, entity name,) or rules and parameters around certain fields that are present within a given invoice. This new capability will help support your ability to scale and adapt to the changing needs of your business as well as your customers’.

This feature is available for customers on Pro and Elite plans.

Create and assigning invoice templates

Default template vs. alternate template

Default Template: The default template is the invoice template that will automatically be applied to all Accounts unless a Merchant manually selects an alternate option to assign to an Account . The default template will be pre-configured with the company information, such as name and address, displayed within Site Settings. However, you can still leverage the customization features that are outlined below within the default template.

Alternate Template: The alternate template is an invoice template you can create in addition to your default template. The alternate template can be customized with any of the newly added features listed below. It will be pre-configured with the company information, such as name and address, displayed within Site Settings.

Features

UI

  • Ability to create one or more alternate invoice templates
  • Ability to preview modifications to the alternate invoice templates on the create/edit pages
  • Ability to assign one (and only one) alternate template to an account
  • Ability to hide line item dates on alternate invoices
  • Ability to hide zero dollar line items on default invoices
  • Ability to hide zero dollar line items on alternate invoices
  • Ability to preview modifications to the default invoice on template edit page
  • “Invoice Settings” will change to “Invoice Templates” on the left-side navigation panel in the window
  • “Invoice Settings” and its current configuration options, such as adding an invoice PDF attachment to emails, will now be located within the “Invoice Templates” page
  • You will have to click on the “Invoice Settings” button on the top of the “Invoice Templates” main screen to access those settings
  • The Default Template will appear at the top of the Invoice Templates page. All additional templates created will appear below that. You will be able to sort them in the order each was created, or alphabetically.

API & UI

  • Ability to assign and reassign Invoice Templates to Accounts.
  • Ability to view what Template is assigned to a specific Account.
  • Ability to remove, or un-assign, an alternate Template from an Account.

API

  • Ability to view a list of all Accounts assigned to a given Template.

Instructions for Use

Creating an Alternate Invoice

UI

  • Go to the Invoice Templates tab (previously displayed as Invoice Settings)
  • Click the “Create Invoice Template” button at the top-right hand of the window
  • Fill in the required field information and any other fields you would like to configure within your new template and Select “Save Changes” to ensure the successful creation of the new invoice template.
  • You can press “Preview Template” to see what the invoices will look like when sending out the selected invoice template to Accounts. This Preview will contain fake invoice data aside from the fields you configured for the template- it will not pull data from any accounts or plans.

Associating an Invoice Template to an account

UI

  • Access your Accounts as you normally would.
  • Towards the bottom of the Account page, you will see a new section, “Invoice Template”.
  • From the drop-down list, you can select the desired Invoice Template you would like to assign for that specific Account. This template can be changed at any time.
  • If you do not assign a specific template, then each account will automatically receive their invoices per the Default Invoice Template.

Hiding line item dates and zero-dollar line items on an invoice template

Instructions for Use

Hiding Line Item Dates on an Invoice Template

UI

If you are already on the editing screen of an invoice template, 4th bullet point.

  • Go to the Invoice Templates tab under Configuration (previously displayed as Invoice Settings)
  • Hover over the ellipsis in the row of the template you wish to edit and select “View Template”
  • On the top-right of the screen, under “Invoice Actions,” select “Edit Template”
  • Under the “Body Section,” the box next to “Hide line item dates” will be automatically deselected. Select the box to hide the line item dates on this specific invoice template.
  • Note: All invoices sent out to accounts using this invoice template will not show the line item dates if this box is checked.
  • You can uncheck the box at any time, resulting in any future invoices to include line item dates
  • You can preview what the invoice will look like with the line item dates hidden by pressing the “Preview Template” button on the top-right hand of the window. This Preview will contain fake invoice data aside from the fields you configured for the template- it will not pull data from any accounts or plans.

Hiding Zero Dollar Line Items on an Invoice Template

UI

If you are already on the editing screen of an invoice template, skip to 4th bullet point.

  • Go to the Invoice Templates tab under Configuration (previously displayed as Invoice Settings)
  • Hover over the ellipsis in the row of the template you wish to edit and select “View Template”
  • On the top-right of the screen, under “Invoice Actions,” select “Edit Template”
  • Under the “Body Section,” the box next to “Hide zero-charge line items” will be automatically deselected. Select the box to hide the zero dollar charge line items on this specific template.
  • Note: All invoices sent out to accounts using this invoice template will not show the line item dates if this box is checked.
  • You can uncheck the box at any time, resulting in any future invoices to include zero-dollar line item charges
  • You can preview what the invoice will look like with the line item dates hidden by pressing the “Preview Template” button on the top-right hand of the window. This Preview will contain fake invoice data aside from the fields you configured for the template- it will not pull data from any accounts or plans.

Add custom header & footer images to your invoices

Features

UI

  • Ability to add a header image of your choice to an invoice template. Each template can be assigned a unique image. Each invoice sent out using a given template will display the header logo/image configured on the corresponding template.
  • You will also be able to remove or change the image at any point if you do not wish to have a header image included on a particular template after adding one.
  • Adding a customer footer image to your Invoice Templates
  • Ability to add a footer image of your choice to an invoice template. Each template can be assigned a unique image. Each invoice sent out using a given template will display the footer logo/image configured on the corresponding template.
  • You will also be able to remove or change the image at any point if you do not wish to have a footer image included on a particular template after adding one.

Instructions for Use

Upload Custom Header

If you are already on the editing screen of an invoice template, skip to 4th bullet point.

  • Go to the Invoice Templates tab under Configuration (previously displayed as Invoice Settings)
  • Hover over the ellipsis in the row of the template you wish to edit and select “View Template”
  • On the top-right of the screen, under “Invoice Actions,” select “Edit Template”
  • Within the “Header Section,” it will provide you the opportunity to upload a logo.
  • The file types accepted for the logo image are PNG, JPG, and GIF with a maximum size of 256 KB.
  • To ensure your new image is saved, at the bottom of the window press “Create Template” if this is a brand new template, or “Save” if you are editing an existing template.

Upload Custom Footer

If you are already on the editing screen of an invoice template, skip to 4th bullet point.

  • Go to the Invoice Templates tab under Configuration (previously displayed as Invoice Settings)
  • Hover over the ellipsis in the row of the template you wish to edit and select “View Template”
  • On the top-right of the screen, under “Invoice Actions,” select “Edit Template”
  • Within the “Footer Section” towards the bottom of the window, it will provide you the opportunity to upload an image of your choosing.
  • The file types accepted for the image are PNG, JPG, and GIF with a maximum size of 256 KB.
  • To ensure your new image is saved, at the bottom of the window press “Create Template” if this is a brand new template, or “Save” if you are editing an existing template.

Override merchant business address

Overriding Company Details

If you are already on the editing screen of an invoice template, skip to 4th bullet point.

  • Go to the Invoice Templates tab under Configuration (previously displayed as Invoice Settings)
  • Hover over the ellipsis in the row of the template you wish to edit and select “View Template”
  • On the top-right of the screen, under “Invoice Actions,” select “Edit Template”
  • Within the “Header Section,” it will provide you the opportunity to select which Business Address you would like to have displayed on the invoices sent out using this template.
  • The Default address will always show the Business Address that is configured in your Site Settings. The Default address will also be the address that is used for taxation, regardless of the address you choose to display on the invoice itself.
  • If you would like to provide a customized address on your selected Invoice Template, select “Customize invoice display address,” fill in the required fields and any additional fields you would like to have included in the address.
  • Press “Create Template” if this is a brand new template, or “Save” if you are editing an existing template.

FAQ

  • Who can leverage this feature?
    Any merchants on Pro or Elite plans
  • Is it an added cost?
    This feature will be included in Pro and Elite plans. Merchants on Core will need to transition to one of these plans to utilize Invoice Customization
  • Can Invoice Customization be leveraged via API?
    Invoice customization is supported on both versions of our API- V2, and V3. While configuration and setup of templates is not available via API, you are able to assign and reassign a custom template to each of your accounts.
  • Is there a limit on the amount of templates I can create?
    Yes, currently you can create up to 9 alternate templates. Including the default template, you can have 10 total.
  • Is there anything I need to do to turn this feature on and begin using it?
    No, this feature will be automatically enabled in RA for qualifying merchants.
  • Will my current configuration settings under the pre-existing Invoice Settings page be lost?
    No, the Invoice Settings page will still exist within invoice capabilities. The page will no be accessible through the Invoice Templates tab by clicking on “Invoice Settings” at the top-right of the screen. The pre-existing configurations will not be changed.
  • Will customizations made on invoice templates also update email template content?
    No, any desired changes for email content will need to be made directly to the appropriate email template(s). The invoice reflecting your invoice template custom configurations will be provided as a PDF attachment in the email.
  • If I choose to override the business address from Site Settings on an invoice template, will taxes be adjusted to the new “Billed From” address?
    No, at this time if you choose to override the entity address on an invoice template, that change will only reflect on invoices sent out using that template. The business address that is configured for your site in Site Settings will be the address used for tax purposes.
  • If I assign an invoice template to an account will already existing invoices be updated to reflect the new template selection?
    No, only invoices generated after an invoice template has been assigned to an account will use the newly assigned invoice template. Already existing invoices on the account will not be updated to the new template and will be left as-is for auditing purposes.