Create a Custom Invoice Template for Teams to Streamline Your Workflow

Custom invoice template for teams

[Music] hey Steve of the graphite lab here hope you're doing all right I'm going to be putting together a tutorial for you on how you can take your estimates from looking like this the standard onboard service Titan proposal appearance um and really making them into whatever you'd like it to be I know that a lot of folks whenever you come on to service Titan the one of the downsides is well now I can't necessarily use my proposal template that I've had running for you know years now right you have one PDF you Gussy it up you have all the information you want you put your own branding to it you can lay it out in as many pages give as much detail as you need whenever you move into service Titan this is your estimate right this is what you get so there is a fairly easy way to set this up so that whatever template you used to have will be able to continue um continue running it'll even take in any information you have about the customer price book items notes the technician made essentially give you anything you would ever get out of an estimate through service Titan and then a whole lot more um so all you got to do make sure that you do have a BL blank um blank PDF of the proposals that you would uh you would typically use and we're going to go to is a website called PDF escape.com now this may be something that you've uh you've heard about and even if you look through service Titans knowledge base this has changed a wee bit so the the appearance is a little different than it once was but functionality is all still the same what I'm going to do is click the free online editor and I'm going to upload a PDF to PDF Escape now once I do so right I could drag and drop I'm going to choose a file here there are a collection of templates out here I'm just going to throw in a standard old pluming quote why not right of course for your company especially if you have one with cover pages with about us um going over the benefits of working with your shop by all means feel free like absolutely anything that you would include on a formal proposal as you'll see here this is just like a standard template that uh that service Titan has put together it's nothing crazy but gives a a little bit to work with so that I could use this for sake of example Beyond this there is one other thing I would recommend you pull up which uh if you go to help. servicetitan.com right just takes you to the standard old knowledge base and once on here what you're going to want to search for is smart Fields it's the only one that comes up you will need this uh this tap table you'll see why in a second um beyond that let's get to work so as I'm looking here right you may be thinking if I uploaded this into service Titan great we're good to go there's a spot in forms where you can hit upload PDF it's not going to be enough um whenever you do that your technicians are then taken to a world where they have to create the entire estimate within service Titan and then open this PDF go into that little Doodle mode and fill the whole thing out that does nobody any favors we can automatically have this PDF inherit all of the information that service Titan receives so how do we do this what we want to do here is hit there's this little um uh sheet with a couple lines in it I guess I'm struggling here the uh form field that's our that's our ticket so I'm going to go form field I'm going to set it to text first and foremost right I'm just going to start adding this thing all over the place customer name address maybe that one's a little bit longer right so I will a little bit finicky with my mouse I suppose but for sake of example I'll just throw this thing here phone number that looks about right email make this one a little bit longer right um job name good enough phone number good enough address and essentially as you can see you drop this this little form field on any line that you otherwise would be typing into right that's the uh the name of the game here now if you have check boxes that will need to be uh be toggled on and off that's a little bit of a different one here I'll show you in one second so we've got that now I'm just going to wheel my way down tring to do numbers same basic premise I'm just going to go form field right I'm going to go text set it and I'm just going to block it into small thing right here right block it out small things here description is going to be inheriting text and you just essentially anywhere that a person could figure this or could fill this thing out figure you want to put a form field in there now if we scroll on down here you're going to see a couple of check boxes in that instance not too dissimilar go form field we'll set this thing for checkbox right we say that's where these check boxes lie right if you need to you can make these bigger smaller whatever right but we're just going to largely do this stuff if you want this to be just drop downs you can set form fields for drop downs If instead of check boxes you have those radio buttons where you can you know just uh pick one out of the out of the circles there's form fields for that as well you just want to make sure that if it's something you're going to inherit text or numbers you put a text form field check box you put a check mark here if you really want to get creative with it it's not necessary for for what we're trying to do but you can do drop down submit buttons reset buttons we won't need that for what we're trying to do though all right so once we have this thing looking how we want it to and granted I am just doing mine for sake of example so at this point we are going to save it which is right here right saving document structure we're now going to download it as its own PDF at this point right whenever I open it you'll notice I have these fillable items now we're not done yet you may think now let's bring this thing into service Titan it's all fillable not so not necessarily so what you want to do now is we're going to leverage these smart Fields all right so you want to identify what am I trying to pull from service Titan if you drop this field here that is what will uh what will make this data automate right if we don't use these yeah it's something a tech can fill out and can type the answers into rather than a doodle still manual effort still not something we're looking for right so we are going to go here where we've got company name address phone number so we'll say company name is the customer that we're working with I'm going to go customer name so I'm going to copy this drop that right in there nothing to it add address Bill to address that's BTA that's our code I'm going to copy that drop that right in here phone number bill to phone number customer phone one perfect email customer email one perfect if you want to throw custom fields in there CCF 1 ccf2 CCF 3 depending on what custom Fields you uh you have they just go in order of where they're listed on your system um job name if you've given this job an actual title right you just JN easy enough address wherever the location address is right so let's go location address and you can do and street name Street number just a street name however you need this thing to look right you want to be very deliberate with the uh the smart codes you're putting into your forms right here and now job description let's say I want this thing to just show me what I entered for a voice summary right let's see invoice subtotal summary is so it probably safe to assume job summary with JS put that right in here right if I wanted this thing to instead show me uh description of items right on on items that are on my invoice invoice item name code and description so I'm going to just say I want the description right put that right over here instead if I want to have um the quantity for it item quantity right here if I wanted to instead list the item price now with the check boxes you don't have to worry check marks you're just going to leave as they are no need to uh fiddle with those now that I've got this tuned up the way I want it to be I'm going to download it with my changes right and Save that sure let's replace it why not at this stage of the game this will be able to now upload as a form so I'm go in to my forms and keep in mind this being a dummy account we may not have too many of these things to work with but add form title this thing PDF estimate do we really need any of these guys here maybe not both Tech and office can see it honestly I would recommend uh keep this thing office side only the technicians they don't have to change a lick of what they're doing right everything they're doing in the field is going to be inherited onto this uh PDF you really don't even have to worry about hey technicians it's a new workflow to them nothing changes at all you just tell them hey don't email the uh the estimate anymore we'll do that from the office and you're okay so at this point right business units if you want to put it for specific business units only go ahead browse pick this one up and anytime that this form is applied to an invoice or I'm sorry applied to a job it's just going to pull all of these uh all of these data points in now this will also as you're seeing uh invoice service one you can do that same thing with estimate service one you just change the I to an E you know and instead of uh so then instead of I am i1p it would be em 1p it's it it if you can uh if you can go through and just start tweaking these things for if it says invoice let me see if it'll do it for estimate you just throw an e on there instead of an I more often than not you're going to be very happy with the uh the results it ends up taking in um pretty much the once you figure this this format it ends up taking in the uh the same naming conventions to these codes as you would think it would so once this thing is ready to go though now I've got that set I'm going to save this and let's see how this thing looks on an actual job shall we okay so I've got my water heater in Los Angeles here Monica Jones I look over here this is what the estimate is whenever I look at my form it inherits this information now granted as you can see you could probably do with stretching the address a little bit further out so that that encapsulates if IID actually had leg legitimate uh job items on here you may want to stretch your description out but end of the day this is pulling whatever information that you're finding on this job on this invoice whenever the invoice loads for us and on this customer so what this is to say is if you have a proposal template that you've been using and you're still going through and manually creating these things for every Big Ticket that you're proposing to someone just bring them in as uh as PDF forms and it can largely do this work for you yes as you can see again with mine since I threw it together over the course of a couple seconds you don't quite have the uh the same level of perfection that you would if you sat here and really fine-tuned the thing but same uh same principle still apply if you have this smart Fields here PDF Escape is a free software if you've got a template just bring it in I'd like to see how this thing would work for you feel free reach out to us here at the graphite lab we' be more than happy to set up some time to chat all right thanks so much appreciate you hanging with us here and I will talk to you [Music] soon