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Estimate bill format word for Quality Assurance

okay good morning or afternoon everyone my name is brittany i will be doing the invoice and estimate layouts call today a few housekeeping notes is the recording will be available usually in a couple of days in that webinar section in the help guide so if you're in that support.workmajig.com website you have the webinars link here we would be in 2022 these are upcoming so obviously um one of those is going to be what's future and then um down here would be the actual recording for today's webinar so if you missed it you missed part of it or if a buddy missed it you can always send them that link so with invoice layouts um there is going to be a couple of options for security right so not everyone is going to see invoice layouts i'll show you what i'm talking about if we go to your menu you have admin if you have access and then system setup your invoice layouts are going to be under billing options or if you just type in like estimate or invoice you start typing it in it'll narrow it down so again it's under those billing options there and you're actually going to see two different options whenever we're in billing options so you're going to see invoice and estimate templates here this is the non designer tool it's a little bit easier to use so if you need basic invoice or estimate layouts these are definitely what we recommend some of you will only see these options you actually won't see the invoice and estimate layouts if you're a newer client typically this is something that you have to turn on so if for one you're not even seeing this option then we need to go to transaction preferences and turn it on so your transaction preferences are in account information so as soon as you get to system setup it's here otherwise again if you're not sure where you can always use that search option and then you would find what you're looking for here once you get into here you might be seeing kind of some basic information if you don't see the options of breakdown of projects and clients and all that then you typically have a show advanced options here okay so if you don't see this then you're probably seeing the breakdown of each different section so you either have hide or you have show so just be mindful of that and then when you get to estimates you're going to see the option for enable the advanced invoice and estimate layouts that's what's going to get us that billing option invoice and estimate layout so again it's only in this estimate section if this is unchecked for you then you're only seeing the older tool where you basically just get checked boxes of what do you want to see and what don't you want to see so this gives you that option if it's not already there so then i mentioned these kind of being the older easier tool so if you're looking for an invoice template when you come into them typically detailed and summary are the two options that default in okay so these are the ones that we kind of set up just to give an idea of what these could be or maybe a starting point to work from if i go into detailed again these ones are a lot easier so you can just name it if you need to active versus an active meaning did we just want to deactivate this invoice template because we no longer use it that's what that would mean and then for line options do i want to show quantity description or not what lines am i showing just top level summary or all lines and then you're basically just going through and it's asking you what do you want to show and what don't you want to show so obviously i won't go through each one of these but they will give you details of what how detailed should this invoice layout be so you go all the way down the list figure out what you want figure out what you don't want and then of course you would see things like hide okay so a lot of different options here and then the next part is actually choosing fonts and where does your logo go so then you would click over to layout you can insert some sort of logo here if you need it and then where does that logo fall typically i recommend keeping these as they are because they probably should be pretty good i'm pretty set up for what you need so only change these if once you print this it's not showing up or you want a little bit more spacing than what you see then go ahead and change them but when you're doing this you're making small corrections and i mean small like changing the eight to a six instead of maybe moving a one two all the way down to a two or up to a two that's huge changes so just make really small ones again maybe i put this to a six instead of an eight those are what i'm talking about is making just little minor changes to them and then if you wanted to choose if you had different um so my test site has a couple of different addresses which address did you want that to show from there's typically a header labeling the actual invoice do you call it an invoice or some people call it something else or do you want to just remove the label altogether you can remove it all together and then what font does this fall under where does it go then the last section is all of the fonts right so if we're talking the address and the header and the summaries and the lines all of that what font does it fall under is what size do you want it and then do you want either or any of those bold and italicized so again these are a lot easier to use these ones are going to get you a lot of information or as little information as you want without having to do a whole lot of um maneuvering and changing so it's basically a do you want this yes or no and then that's what you get so those are going to be your invoice and the estimate it's basically the same thing right so you're just indicating what do you want to show this one will give you the option of doing like a footer so a lot of people have some sort of footer that they want in there so you can put whatever your footer is copy and paste it into there and then that of course would show on every layout and you still have that layout section over here so again nothing different people might change the estimate name to quote or statement of work or the many different names for an estimate that's what you're going to get to do the display text there so again those are a little bit easier to use and then once you have those set up if you have a specific client or client type that you want to use that particular layout this is my actual client name right so this is an actual client in my system and i know it's a client because it'll have client details otherwise it might be a vendor or just a company in the system so client details you have these billing options here under this you'll see those two different options so i mentioned invoice and estimate layouts those are the easier ones if that's what we need for this particular client then you can go ahead and choose what's the estimate template that we would want them to use what's the invoice template that we would want them to use okay so this is where you can default that in once you do that every project that you create for this particular client would then default with this as the template okay now obviously on one-off situations or on a per invoicer estimate basis you can go in and change it so it's not like you're stuck using that particular template it will just go off of whatever you have and then if we needed to change it because maybe there's a different one that would work better for what they need for that project then you can go ahead and change it on the actual invoice or the estimate okay any questions so far so one person says can you please show how to replace a logo on an invoice without changing the size or placement yes so if i am back into the invoice section go to one of those you're actually just going to remove the logo and then when it's no longer there you say add a logo file it pulls up your computer and then you can go in and put whatever logo would fit best so if i put that in there then there's my logo so i don't have to change really the location of it but you're basically if there's one existing go ahead and just click on the remove if there never was one in the first place then usually i might have yeah so it'll just show up as add a logo file otherwise if you don't then obviously a logo just won't show on there and then it kind of looks like a empty space so typically i'm assuming everyone would want their logo but that's where it would go okay so any other questions right now okay so then um i want to jump back to system settings not everyone is going to have options to go in and actually edit the layouts so it is something that you do have to have admin manager there's not really a way around that and then you have to have system setup in order to do that when you're in those security settings if i collapse we go to system admin maintain setup information gives us the access to at least get into system setup okay so that's what gives this dot and then depending on what access you have or what you're given you might have all of these options or just a few of them so when we're in those security settings you need at a minimum that billing options section right so if i come down edit billing options this is ultimately and when you click on it it'll even tell you that it's going to give you those layout options right so at a minimum we have to have this edit billing options checked you don't necessarily have to have everything else but usually it's on a per module basis i'm considering all of these like global lists contact management those are kind of each module so you can go in and just give billing options to someone if they just need to go in and do all the items in here now we don't really have the option of saying okay well just some of the billing options it is an all or nothing so whenever you give edit billing options that is going to give you everything within billing options which would be billing items billing groups sales tax payment methods all of those different options so if you're given this right then you have all of those rights for that particular section so that's what's going to give us those options in order to go in and actually edit the invoice layouts now if i want to go in and take a look at what my layouts look like then what i recommend is have an invoice that's typical so if you have a project that you build and it's the usual way that you build it you want to see what the layout looks like then i would go in and find one of your actual previous invoices right so i'm going to go through the magnifying glass you have that views section and you would need client invoices i'm just going to go to an all option and then if i want to narrow it down i can otherwise if i just kind of want to look for something recent then maybe i would come into this particular one click on the details so your little pencil next to details and then you have your invoice templates here so these are those of the easier ones because we haven't quite got into the detailed ones so when you have two different layouts set this one's going to win as far as which one does it choose okay so the newer tool will always default over the old tool okay so if i want to see what my detailed one looks like then i need to just get rid of this all together have it be nothing and so this one's going to be detailed there's not a whole lot on here in general so i might not have the best example but when i go in and print it then i have it's giving me the creative direction which is a service in here so it's actually going through and in detailing out some of the detail of this actual invoice okay so that's what it looks like there's where my logo is this is the verbiage that i was talking about some people remove it all together if they want to others do not they'll leave it and call it an invoice or maybe there's different names for it but you do have those options in there so this is what my detailed one looks like so far if i don't like it then typically what i would do is recommend having two tabs open at the same time so i can quickly keep printing as i need it and so what i would do is on this new one that i opened up i'd go back to those layouts and continue to work them so back to the billing options i'm in an invoice so i would go i'd click into here and say okay let's go ahead and show um you know maybe the hours and the rate and maybe that's it so if i go in and save that then when i reprint this then i should see more information so my hours and rate came in so i can say okay that looks good and again just continue to work those now if you're wondering what the test one test two test three there's these user-defined fields some people just kind of free type in there and with what they want and then you see those up here right so it's more of just additional information that you can choose to add to the actual layout if you need to okay so again recommend having two tabs open one be the actual invoice that you're working from and then one be the actual layout so that you can choose what is it that you actually want to show how does that look once we do it and then continue to work there's a question of the rights are only by security group or can they be set by individual yes you're correct only by security group so if someone needs to be a little bit different than everyone else then you're going to copy their current security group and then give them a new group and then put them in it so first thing would be creating the group and you'll notice that you can never just add a new one you actually have to copy from an existing one anyway so when i'm in the security groups next to each of these if you're highlighted on it you'll notice there's a copy of this group there's no plus button to add a new one we're never going to have you start from scratch so typically let's say they're in like the purchasing group you want them to have a little a few more rights than what this group actually has you go in you make that copy it'll say okay we copied it so now it creates the duplicate you would go in add the additional rates that that particular group would need so if i'm talking billing options we give them billing options so we've created the group at least and then you'd go into the employee records and put that person in that new group obviously you probably want to change the name of it so then what i would do is on the right hand side so we're again we're in the copy we've highlighted on that click in and you might call it advanced um purchasing manager right advanced pm or something like that so then now you have advanced vm versus regular pm and then uh assign that person to that particular group um someone is asking where do you add client address email phone number so it can be reflected if you're talking on the client side that is actually going to be on their client record right so if i go back into this is my client right then their address information is going to be here right so if i'm in just that client details that typically opens up if i want their address to reflect i would say okay address goes in here and then any of their phone number or that type of detail i think this is going to be in here so you have your main phone number and a couple of other different options that you can choose in there so either company info here for the phone number and then their addresses are going to be here and then on the the invoice itself in your details you can choose what address you want to use right so this particular one doesn't have an address if i go into his record he doesn't have an address right so that's why it's not really showing anything i don't even think there's a phone number so obviously those two pieces of information are missing on this particular one but it's in the actual client record that you're going to set that information and then if they have multiple addresses and this one is defaulting to the wrong one then again you click on the drop down and if they have multiple addresses you would typically see those there same with the contact information so again probably a bad example because there's not a whole lot to this particular record but typically you have at least one contact on a client record if not that's fine but most of the time you do and then that might default their name in the in the company information as well i don't okay so their question is on the invoice template do you click on the insertion tab what can you change in there so the insertion order is if you're actually setting up so if you're actually billing insertion orders right so this is kind of on the pre-bill side of things rather than billing the vendor invoice that comes in it's how do you want the invoice detail if you're actually showing it how do you want it to show so what would we group it by and do we subtotal for that group are there multiple groupings if so then obviously you're going to choose different options within each one and then what are my columns right so you can have things like the add caption if you click on the drop down here's all of the different options that you might have otherwise if you don't really want all of the detail you have the hide detail option in there but this is basically just saying well if you build the actual orders and it's going to be the same for broadcast order you're going to have those different options within the broadcast realm it's just basically do you want to have more details than what the invoice layout has currently okay so that's the old layouts and again your estimates are going to be similar just more on the estimate information side is what you're going to get as far as well how do we display it so usually there's a one line option this would be very summary right if you just want to give them an estimate that is just one line most of the time that's not the case but if they don't really care and they just need to know the total one line works great otherwise if you want them to see detail by task then when you create your estimate and we'll go into this in a bit but when you create the estimate you actually have to have it going by task so when you create an estimate it'll ask you what line detail do you want you want by task and service by task only by service only and then by task in person is the last option if you're choosing something that doesn't have task in it this is not going to work out you cannot choose by task if you're not building an estimate by task right makes sense but some people say what well you have to actually do an estimate by task by service again you can't just do task only if you have an estimate template that you're going to do by service so it has to match up right makes sense but what would you want it to show by task by service by person by billing item billing an item billing item an item is basically saying okay we have groupings for my items and my items might be services my items might actually be like actual expenses right so if you have expenses in the system you can group things together and that's called billing items but if i have some that are grouped together by item and then others are going to be grouped together by billing item an item then that would be this option so i'll go into those billing options just a little bit mostly that's on the billing side but what i'm talking about is you have billing items okay so for mine i have things like media reimburse reimburse out of pocket other outsource i have production and then professional services where this rolls down to is the different items that i have in the system which again could be services so here's all of my services do i want the option to group those together so if i don't want on one of my layouts to list out account management general admin and art and all of these different labels you can have them grouped together and just call it professional services or whatever your billing item is so i have three that are grouped up the rest of them are not if i ended by billing item and item if i have these three on my invoice or my estimate it's going to lump them under professional services if i add any of these other ones it's going to list them out individually because i don't have them grouped under a billing item it's going to be the same for your purchase items okay so purchase items you would have a billing item option and if i don't have it here's my billing items right so a couple of these are media the others i consider to be out of pocket or i have outsourced or i have services so you'll notice that a lot of these or if you kind of open it up it'll tell you what the billing item is so telephone is under reimbursed out of pocket so that's where you're getting the billing item option or what that is it's basically a grouping option okay so now we've talked about these older tools the bigger one or kind of the more difficult one to use because it has more options is going to be this invoice and estimate layouts option so when i click into here we did default in because really you don't want to start these from scratch they're so involved that typically you at least want to start somewhere so my recommendation is to again use a invoice that you are that is typical of how you would bill right so how detailed you went in and build it what's on there so that we have examples to look at i would always recommend having one that you're is typical and then go through and take a look at the ones that we did default in so you're going to kind of read it to see okay well this is estimate and invoices so if it says invoices then i get to use it if it's estimate only so this one says estimate that means that this invoice would not print out because we didn't set up the invoice side of it okay so don't choose something that is estimate only okay if you want to do one that's estimate and invoice because this is an invoice so we need to have the invoice set up but it'll say it's subtotaling and it does billing item and items so the level of detail that we're getting is the ability of having it show the actual details so the billing items and or the items so when i choose that and hit save now when i print this out it should look a lot different than what it was before so there's my logo this is the company if i had the company address i would see that here i would also see billing information this is my company's name and information here and then again you get some general information i only have creative direction on that layout so that it is giving me that total and then i have things like taxes i have the labor and expense totals if there were any what was the non-tax so you have kind of this summary section in here so if you say okay well this looks pretty good let's go ahead and start from here great then you can go in and actually open it up so click out of here click out of here and then find that one that you were working on so then you can go in and actually edit it otherwise there is a quicker way to do it if you click out of here in your details it's actually hyperlinked so if i click on this this will open up the actual details but the reason i don't do that faster link is because i'm not seeing as much information as i am here right it's taking up more space because it opened up another sliding window that's the main reason and again i want both open at the same time so you can go in and see um the one thing the bigger thing is people be like oh i made all these um changes over here we're on the estimate side this is an invoice i need to be on the invoice side in order for that to to really show through right so this is really what i need to work from okay so that's where you can see or what detail you can use to determine well what does it look like is kind of switch through take a look at each one and figure out what's my starting point what is closest to what i need to show for this particular invoice now obviously i have a ton of formatting to do on this one i was probably playing around and seeing what does each of these fields do so this one looks horrible right i probably wouldn't start from this one but when you guys are looking at those defaults they should be brand new if you don't have your defaults we can add them in but you'll need to ask your account manager so email into your support workmidjig.com ask them to add in the default layouts and they can do that for you one caveat for that is if you went in and edited the ones that we have and maybe you didn't change the names we'd have to go in and change the names of the current ones that you have in the system so that the new ones will actually go in so just keep that in mind but you can email see this is exactly what i did i put an 11 next to one of them so i could bring in the defaults again just any small change would then allow me to bring in some of those defaults again so that's why you see some of them with the name that's basically similar but i added in an 11 at the back of it because i wanted to bring in the defaults again okay so find one that's most similar to what you want to accomplish and then work from that so first order of business is i would go in and make a copy leave our defaults as they are just in case you completely mess it up or you don't like what it was you know you can then just kind of delete that new one that you created to then go back and maybe copy from this the defaulted one again okay so don't edit ours go in and make a copy someone had a question of can you subtotal by segment yes and no because the campaign billing is a little bit newer that is something that we have in the pipeline so it's not fully built out yet to where um when you look on the options for the layout you won't see segment as an option to pull in just yet um so in here how to create a new one or copy from one of ours you're just going to use the plus button here and you're going to say copy existing right otherwise again you're starting from scratch this is definitely not what we recommend otherwise it's a blank slate and you're going to start 100 over so copy existing as much as possible what do you want to call the layout and then which one do you actually want to copy from right so i'm just going to call this our web webinar test in here we'll show all of the options that you have right so if i said i want to start from this one and then what do i use do i copy everything if so then do that if i'm not copying over the estimate because this is just going to be an invoice layout then you can uncheck this or you can leave them both checked if it's going to be an invoice and estimate layout that we're going to be editing okay so you have options on what do you copy over i typically recommend just copying everything and then what happens is here is our layout right so it's the webinar test so we're not in the original one or the defaulted one that we add into the system but now i can go in and edit you can choose to work on the estimate side but since we're kind of focused on the invoice side i want to go into the invoice section to then go in and actually edit it okay a couple of things over here we'll just kind of go down the list this is obviously the save button so if you've made changes you can go ahead and save it if you want to undo something that you did you have an undo and a redo option it you can zoom in or zoom out either by clicking on this or of course you can click on the plus button or you can slide it yourself so however it works best for you you can go ahead and do that and then properties this is typically when we're clicked on a field right so there's no properties because we're not really pointing to anything in particular but if i said okay click on client now we actually see some properties so it's basically telling you it's a field it's a data field and it's coming from client name so anytime you see an at it's pulling from information in the system okay so this is a perfect example this one just reads billing contact this is more like a label meaning it's going to say okay billing contact and then this is at billing contact which means that this field will look to the invoice we'll look to see who is the actual contact up here and then it would then say okay if it was ron burgundy on my layout i would see billing contact ron burgundy okay so the at means that it's pulling from a specific field in the system you can change the fonts for each field right you're go through click on whatever font that you want and it'll go ahead and change it you can see what that would actually look like right there i'm going to change it back to ariel if i can find it there we go you can also change sizes right so obviously you could just go in and figure out what size you want bold or towel size and is it going to be underlined you have alignment so it's going to the left but of course you have center or you have to the right so you'll see what changes those were making word wrap is going to be very important for fields like comment fields right so my header comment or maybe even a project description or something like that they typically have lots and lots of words or they can have lots of words so usually for those you do want it to word wrap most of the time i think it defaults in whenever you bring in that field so you do have that option and i almost recommend it for everything just in case because maybe your project name is long or maybe your project description is long so typically this is defaulting in but word rep is definitely essential for if you have very big fields you also have what is the background is there a border in general um what border color should it be should there be some sort of shadow and then if we have borders do we want it everywhere or do we want it on the left the right the top to bottom where is it on the grid right so usually you're not changing it here you're you're probably just moving it here and then dropping it and then it'll go ahead and change those for you can shrink and grow is also going to be an important one as well what this does is right now you see my project description is really only one line and couldn't really fit that much so i probably need this field to expand out as much or as little as it can so can shrinking can grow allow it to say okay well if we have no project description let's say that this field was a fairly large field i'm going to move this out of it and move these down if my project descriptions are typically long then a lot of times i want a decent size box in here to accommodate for that and so you're going to have the invoice showing kind of this big box in here if i don't have it shrink and grow so if my project description is one line it would say you know here's the project description well then it's going to have all this extra space in here if i don't have constraint and can grow okay because it's not allowing it to ebb and flow so if this is unchecked whenever i save this and go in and print something if i have a pretty short description i'm still going to see a big pause in my invoice for allowing this big box that we've created so can shrink and go grow is also something that you typically want to have turned on okay settings i don't find that a lot of people are editing these for the most part and it's kind of for the layout as a whole so you know what format do i want what are the page margins is it going to be portrait or landscape what's the default font this is maybe one that people would change is as soon as they go in they might say okay well typically we use alba or you know whatever it actually is you can go ahead and have a default rather than having to change every single field and then also what size okay so a couple of items in here obviously you can kind of scroll through but each section is going to be set up a little bit different so you'll notice one says report header so everything in this box is the report header then you have something like a page header then you have detail so page header typically means that this information is only going to show once whereas the detail might actually show several times and what i mean by that is in here i just have one line but if i had a multi-line invoice then what would happen is this detail section could show multiple times so i have outline subject that would be creative direction and then if my next one was account management and my next one was art and creative well then i might have three different lines that show because i have the line subject and then i have the total for each so creative direction might be a hundred dollars account management might be two hundred dollars and so on so it'll actually go through and this section this detail section could repeat so if you put something like a project description it's a project description on the header because i only want it to show once but technically i can have this field down here what's going to happen is if i put that project description in on um so project description it's actually going to show account management you know 100 and then it would have the whole project description and then if i have a second line maybe that one's creative direction i have creative direction 250 and then the project description again so just be careful with where you're actually going in and adding your fields because if it's in a sorry if it's in a detailed section it's possible that it repeats over and over and over okay so just be careful with those then you have a page footer this would be helpful for if you want to say okay well this is page one of you know three and then two of three and three of three next you have the report footer so you saw my summary had things like labor summary expense summary total non-tax if we don't use stacks all together then of course i can remove this whole grid altogether so just hit my delete button on my computer or you have the trash can over here either one will do it hit ok and then sales tax is gone all together okay if you're not finding what you're looking for in here then you have components this is all of the available fields even custom fields that we can add into the actual layout so typically where do you want it so you'll see things like invoice header those would be things like the client name and the address and you know maybe you even have terms in there or whatever but those would be the fields that you would typically add up here so each section is going to be a little bit different you even have something like a label this is the ability of just free typing in something so all of these that aren't an at they're just labels meaning we free type to say okay i want invoice number to be listed here so it's in voice number and um that's what that is is basically whenever you bring it in it'll just call it label and then you can just type in whatever you want it could be as long as shortage or as short as you want again it defaulted ariel because on the settings tab i put ariel in 10 and then should it be tile size bold and then you're basically just going through those options so just like i mentioned make sure you're word wrapping whatever you need to and then you can go in and kind of drag that wherever wherever you need it to right and again you can expand so it can expand this way i can expand this way for this label obviously i don't really need that but that's what that would give you the options to do the other components where people like lines right so if i kind of need a break somewhere then i can go ahead and actually move that line and you can expand it out so you know some people like big breaks somewhere in there you have different things like lines vertical you can also do shapes click into here it's a rectangle or you can do any of those options i don't really have a whole lot of people using the shapes so um you know whatever but if you need a logo in there and there's no option for the logo already right so if this wasn't here image is definitely your logo or some sort of image that you want and then to actually add the image you're double clicking it's going to pull up your your computer you go in and find the file hit open and then that would actually add in that image there you also have things like the page number total pages when was it printed some people like those and so of course you're just basically clicking and dragging the field wherever you want it so if i needed to add in you know total pages i'll click in and drag you'll notice some sections don't allow you so you'll have kind of that that little circle with the line through it's basically saying certain sections don't have the option for that particular field so just be careful with where you're trying to add something again certain things will make sense in certain places others will not you can kind of go through and look at all the fields that we have if you're not sure what they are they should be pretty self-explanatory but there is an invoice and estimate layout guide that you can kind of take a look at and that should explain some of them but you're basically clicking and dragging things in so click and drag wherever you want it drop it it'll always come in with that label field because we assume that um you know that's something or it's easier to have it default in and then of course if you don't want it you can quickly go in and delete it but it's a nice way to have it where if you've kind of labeled all of your fields like this then it's just easy if that defaulted in along with it there was another question for the page footer on an invoice can we have a block of text yes so that's going to be that label section right so if down here i need some sort of like terms conditions type of deal you're going to do a label and i usually expand them out pretty big as much you know as much as possible and then you can go in and actually you know cut and paste because a lot of people have it somewhere so you might have it in a word document or an example of one of your invoices so you can actually copy and paste it into this text field and then it would then have whatever your verbage is show for that so yes you can who do blocks of text i again recommend it being the label expand it out as much as you can and then you know you can continue to to work on it you know making it bigger if you need to but yeah you can have those big blocks of tags okay so um let me get rid of this so once you've kind of figured out what do i have in here and how does it show the next thing would actually be to test it out right so i'm going to remove a few things that really i don't have a lot of information for like client project number that's not the same as project number and if you're not familiar with familiar with it typically means it's not something that you are using so now that i've made some changes to it i can go ahead and save it again that is overwriting whatever we're in so that's why i said make the the uh the copy of the original so that if i completely mess this up or i need to revert it back to what it was well then i have the the original in there and i'm working on the actual estimate uh or sorry the actual copy of it so you're kind of toggling back and forth i made that new one so now when i come in here i probably need to close this out and go back in but you would go in and it's called the webinar test so if i want to type it in i can't i just have to remove all of this there's webinar tests go ahead and save and then you can go in and print and see what does it actually look like so there's the line that i added in and then again i just have that one line in there so it's creative direction and that's what it's showing a couple of items to mention would be there is some settings in here that you may want to go in and actually edit so in here if i need to change the name of it i can't these three or two fields only go to estimates okay so this only matters to estimate so if i change any of this this is not going to change any part of my invoice because these are estimate only fields and that is in if you're in here and if you go to i think it's just like invoice layouts um of course it's not going to find it for me but there would be um there it is invoice and estimate layout again we do have a guide for this um but what i was mentioning was when you're in that settings section it'll say the following settings only affect the estimate so again does not matter what you put in here this will not affect your invoice okay so if you're like hey i changed this and it's still showing all kinds of detail on my invoice well again these fields have nothing to do with invoices they have everything to do with the estimates okay and then the following section so past those three that i was mentioning there is one that does apply to both the invoice and the estimates it's this section here so what this is going to do is show all of your items in the system and then if there's actually billing items it'll show the billing item and then what items are under it this over here determines how detailed do we go on the invoice so if i have a billing item called media if all of those items are on the invoice do i want it to actually show the transactions if so then i have it saying sub item details and then each of the items if i set it to transaction then when i have an invoice it'll have media as a header and then under it it might say okay well cable spot was 150 you know and then the internet media is 150. if there are certain transactions that you don't want it to show in here you could say no detail so usually you're just doing doing either no detail or transactions for each individual item if you've gone in and kind of messed around with all of these and you say okay we've kind of messed it up i don't really like how it's showing you have this reset items to default but once you do this you cannot undo it okay so when i go in and do it say yes it now goes and reverts back to everything so a lot of these are going to be at no detail so if i do want it to show some of those actual transactions then i need to go in and say okay i want this to be transactions and then you're just basically going through and editing those otherwise what will happen is all of my services that don't have transactions showing they're just all going to be lumped under professional services it's going to say professional services and then the total for every single one of those items rather than professional services and listing out account management and that was three thousand general admin was 2500 and and so on so just know that this section has a huge um impact on how your invoice actually shows okay because in here on my invoice yes this one was created and it shows the actual service and it was you know a total of 3200 there were a couple of different labor transaction that's creating that total but does it actually indicate or show each of those different transactions okay so those details are going to be huge as far as what actually shows on the invoice when we print it out because i might have a line that just says maybe the task name maybe this was task name instead but in that task we had a bunch of labor and or expenses if i just wanted to show the task name on the invoice then this is set up for that if this had transactions showing it might show the tax name and then also the actual transactions that make up the total for that task okay so definitely important to note is this section will play a huge role in whether something actually prints that detail or not and again that was in the settings tab of the actual invoice okay so settings this is the section here again these three sections only apply to estimates okay the other part of invoices is actually how you create the invoice that plays a role in how detailed it goes as well so i'm going to build from the billing tab if you build from each individual project you're also going to have those same options but in my billing tab i had set up a couple of different projects i'm going to go to time and materials first for my webinar client and search i have one project in there it shows a budget but here's my to bill so this is ultimately what i have to build so it's time and materials meaning it's spilling actuals if i want to know what the actuals are you can click in and so i have account management and admin and i also have some items so one of my items is um istockphotos the other one uh is this outsourced um yeah so you'll see vendor invoice in here so i have a couple of vendor invoices the rest of it are labor great so this is what's making up the totals for this you don't have to go into this screen if you'd already kind of looked at it and you said okay well that looks good now i want to build from here because maybe we're billing multiple projects at the same time or you're just billing the one that's fine but you go in and you hit that generate option if you're billing from within the project then you are seeing this section right so this is exactly what it looks like whenever you click the billing tab in the project you get to see all of the transactions and then you can decide do i want to bill everything you can check the box for everything or you can uncheck certain things and hit bill but either of those options this line format is huge on how detailed the invoice can be okay so with this you have a couple of options do i just do one line so i have like i think 10 different items or so and that's labor and expenses so i just saw one line and it's going to total my 73 51. do i go per task so all these items all of my services are linked to a task right because when i put time i have to choose task one per service one per service an item so again this is going to play a huge role in how detailed or how summary my invoice is actually going to be okay so this matters once you've chosen this there's not a whole lot that you can do to go back except for just delete it and start over if you chose the wrong one okay so i'm going to go back into here again that was if you're billing the individual project otherwise if you click from here you still get that same option of how detailed do i go do i just kind of have one line that basically says 73 50 or again do i go by task and service service item billing item or billing item an item so if i just do that one line item and hit generate then when i go in i'm going to close out this is the invoice that it actually created when i click into it i remember what default i have so i have this invoice and estimate layouts you'll notice that it's just one line right but tucked into that line are all the expenses and all of the labor but this is not going to show detail of labor and expenses it's just showing the one line okay so um just keep in mind that it's only ever going to have really one line i'm not going to see multiple lines and those lines are going to be labeled as like service and item and all of that because i just created one line if i do it again and create it again in a different way we're going to see different options so click on it's the same project same total generate if i choose something like service an item we're going to see a lot more items right we're going to see the account management we're going to see right so a lot of lines in here okay so again that's huge in what actually shows so this is a lot of lines all of these they're going to show on my invoice if this is too many then i needed to do something like billing item and items i don't have a whole lot of my um my services linked to billing items but i have a few of them so you know right now we see quite a few different uh options in here if i use that billing item an item it should reduce it by a few at least so again if i choose something like billing item and item generate then again we'll see a few less lines than before right so here's my billing items and then the actual items okay so now i have kind of like a top line and then a sub line under it because we said okay billing item and the actual item billing item would just be reimbursed out of pocket costs other outsourced items professional services okay so again that's going to play a huge role in what your invoices look like someone had a question of sometimes the net voice prints two pages instead of one i heard your point about the detail section being repeatable so i added an at subject and at total however the invoice in question still prints two lines instead of having two line subjects it'd probably be something that we'd have to take offline because we're not going to do each individual ones so i would say send that over to your account manager and then they can kind of take a look at what's going on with that okay so then um again you can play around with this because there's no harm in you know trying each one to see well what detail does that give me and then try it out with your layout so whatever layout you chose if i did that webinar test then go ahead and hit save then when i go in and print it what does it look like so obviously i have some spacing problems i have a lot of sizing problems as well because this is really big this one's really small so i want to move this line down a little bit i want to expand it to where my p actually shows for expenses so i need to make that line bigger so here's what i would typically do let me move this over i would go into my webinar test if i could find it there it is so if i go in here again i need to be on the invoice side so i saw that on my invoice the label for expense needs to be a little bit bigger so i would scroll down this is the label for it right here so i need to make that a little bit bigger right and so that one's probably set then i would go through i'd probably move that line down a little bit so i have this needing to be expanded out so you're basically just going through and kind of making those small corrections in order to accommodate for how that actually showed and if i don't really want this whole expense grid all together because you're seeing the line subject is the actual outsourced item right and then it's showing me this whole expense grid do i need this expense grid or not do i want to show the actual details of it or do i just show the other outsourced my lines or my uh totals over here again we're all different so this one was in this italicized so probably we want to un-italicized it maybe i want this to be a 9 instead of an 8 and then in here do i also want all of this detail so again make small corrections and then go through and oops and print it again right so go through print i know i probably fixed my expense not having the p cut off you know i'd still go through and and figure out what else needs so i like the font here this looks good and just continue to tweak as necessary okay so hopefully that gave you enough to figure out um how to actually do those layouts again the biggest thing that i would recommend is don't edit the defaults just go in and make a copy because then if you don't like how it turned out there's really no going back because after you've saved it that undo button really won't work if you've closed out of the whole thing so um just be mindful of how you're going in and actually copying the layout and then utilize them and again you have some sort of invoice that you can continue to test until you've got it right and then once you have it all set up then each client can list what layout they would use right so again it's under that billing this is my actual client record you have your defaults here layouts again will always override templates okay so if i have both listed whenever i print out the invoice or the estimate this one's going to win as far as what detail does it use okay so you can have both listed but just know if you've put all of your time into working on those layouts um then go ahead and just list your actual layouts okay and then if i set this to webinar and i save any invoice created from that point forward for this client called webinar it'll default to that particular layout okay okay so one question was can you paste the link where this works workshop recording will live yes let me get into uh the help guide if i go back to webinars it should be here let me find the chat paste and again it usually takes a couple of days so you won't see it today you probably won't see it tomorrow but possibly by thursday or friday you would be able to see it so again any uh questions on an actual invoice and or layout that you have go ahead and send it to support at workimajig.com that'll get to your account manager there's three things that we need okay most important thing that we need to in order to troubleshoot is what invoice or estimate are you using so what layout right and then what sorry what actual invoice so if i have invoice you know 10 482 tell me what invoice you're using tell me what layouts or template you're using and then make a print of it and say okay i can't get this to move over here so give me examples of what it is that's wrong um because that's the easiest way for us to kind of figure out how we can help so those three items is what's the invoice or estimate that you're using what layout or template are you using and then what's actually wrong right so what should go where what's missing what can't you get it to do details are definitely important otherwise we kind of go back and forth on on what it is that you're looking for okay okay well thank you all for attending um the webinar again link will be posted soon if you have any questions you can email support workmagic.com and that'll get directly to your account manager thank you and have a great day