Streamline Your Workflow with Our US Invoice Template for Teams

Us invoice template for teams

[Music] here on the templates invoices tab you have a long list of invoice templates TPS has provided for you we've seen what works well for firms and we've tried to include everything you might want to use on your invoices of course you can use your own templates too but let's go over the screen that's in front of you you have four columns the First Column over here is for the name of the template you'll notice that some of these invoice names have a small letter T next to them like down here where you see id2 and id2 T that T is for taxes so this just means that the id2 T invoice template will include variables for taxes so if you charge taxes you might want to use the T version of the form then you have the description which just gives you some idea what you'll find on that template for example sticking with the id2 you can see that it's a detailed invoice with SU IED whip by work code and expense dispersements AR open AR close your third column just shows you the last time this template was modified and the fourth gives you the options to duplicate a template in case you want to keep the original invoice and like the structure of it but want to duplicate it in order to change some things on the duplicate and give it a new name so to give you an idea what I'm talking about I'll go ahead and duplicate this is5 just to show you what happens when you duplicate an invoice so when you click on it it'll ask are you sure you want to duplicate it I'm going to say yes you'll see that it was duplicated successfully and then you'll actually see it up here you see how it says is5 copy this is your custom templates area whereas down here are our default templates anything that you change modify upload will come up here to the custom template section the delete icon right next to it allows you to delete or remove the templates you've created edit this is how you edit templates that you've duplicated or when you've used the actions and created new you'll notice that down here for our default templates that edit icon is gray out so you can't edit our defaults you'd have to duplicate then edit when you are able to edit like in this case you're able to change the name of it you can change the description and you can browse your computer to find the file that you want to upload for that template then of course you would click save I'm going to cancel out this at this point which leaves the last icon which is the download icon in order to actually make changes to one of our templates for example you duplicated this is-5 so if you liked pretty much the format of it and everything but just wanted to change a few things to it you would duplicate it like we just did then download it to your computer so you can make the changes on your computer then come back here click edit and browse and find that file that you saved on your computer to upload so that's useful for for when you want to create your own template based on one we have here in the system the actions available to us over here are create new and download all create new is how you upload your own letters or templates as soon as you click on it it basically brings up a blank version of that edit screen that we saw earlier so since you're creating new you'd have to give it a name put in your own description and then browse your computer for the template that you want to upload and save it and then the other option that we have under actions was download all this would allow you to download all the templates to your computer at once now in order to create your own templates and use them or even when using that duplicate option and making changes to an invoice you're going to need to understand how to use our variables in order to pull the right information from TPS onto your template and make sure the template displays everything properly so you'll definitely need to check out this variables tab over here and watch the video in that section an example of what I'm talking about is let's go ahead and download that is5 copy we made to the computer so here is what the template looks like for is-5 so I've been talking about variables like these from the at sign to the at sign if you wanted to duplicate this invoice and make some changes to it you need to make sure you're using the variables correctly like you can see under here where it says current invoice the paragraph that would go in here starts with this paragraph start variable we're talking about all the way from here to here that paragraph variable always needs to be in the billing paragraph section then it's followed by the description variable then we have all of our amount variables and the AR summary aging variables down here down at the bottom you can see that there's a note on here a finance charge of 1.5% per month you can see that that's been typed directly into the template without any of the at signs so it's not using any variables so if you wanted a concrete statement on this invoice that won't need to pull any info from TPS and does does need to adapt to each client you can type that directly into the template if you come up here and you look at this variable here this says invoice. invoice dator L if you wanted to see what that was we can come back to the variables Tab and find it there if we come over to where it says invoice variables come down under here under invoice you can see invoice. invoice datl and you can see that that means the invoice date long date format so the date on the template would be written out if you wanted the date in short form right here as in 1231 2024 then when you're editing the template you want to upload you would just grab this variable here so just copy it from at sign to at sign then back on your template you would just change that here and now we have the short form date variable in here just make sure that the font and size is the same as all the other variables on here so if it showed up with the smaller font size for example and you went ahead and saved it that way you'd see the date much smaller than everything else when you printed out the invoice also if you want something in bold like right here where it says client. print as this will show up in bold as it pulls the information from TPS so if anything on here you want to show up in bold make sure you put it in bold on the template same thing with any colors if you wanted this to be highlighted in blue for some reason you can actually highlight it in blue on here make sure you save it also when you're making changes to a template it's a good idea if you don't already have your grid line showing just come up here to where it says view yeah you actually can't see it on my recording screen but in Microsoft Word Up at the top you'll have a tab that says view in there you'll have this option here for grid lines if you click on there it will actually show the boxes down here the the table so you can view everything in table form and make sure everything's aligned when you save your edited template make sure you save it as a doc x file since TPS is constantly updating and enhancing our systems you want to make sure you give your file a new name so for example when I save this I might want to call it is5 new and keep it as a doc x file that way it doesn't get overwritten when we do updates so now when I come back to TPS on my invoices tab here where it says is5 copy I can click edit we'll call it is5 new I'll keep the description the same same if you wanted to add something to it you can or if you wanted to change it it's really up to you at this point and then I'll go ahead and browse find it on my computer is5 new you can see it's here I'll save it and now you can see it changed to is5 new and it's saved here in TPS under my custom template section note I use the edit option here because I was just changing the is-5 template a little bit you also again have that option where you could have come to actions created new and did it all from scratch just gave it its own name put in its own description and you would choose the file just the same and it would still be saved here under custom templates so that's how you handle regular invoice templates Now by default your invoice templates are set up to show the amounts as $0.0 if there's no amount charged if you don't like that and you want your invoice to show a zero amount as blank with no zeros TPS allows you to do that too all you do is come over here to the variables tab again over here where it says invoice body detail if you click there you'll notice that some of these have a customize option next to them so let's talk about the amount here under billing paragraphs if that was the amount that you don't want to show 0.0 for amount you just want it to be blank you can click here where it says customize and this one that says HZ amount HZ it says hide values that equal to zero they will show as blank if this property is set so all you need to do is copy this variable and go back into your template and paste this over the amount that you're changing there so with any of these that have customized next to it if you wanted to hide the zeros you would just copy the hide zero variable and replace the one on your template then to use your new custom invoice template there are a few ways to do it for single instances like I just want to do it for this one quick bill that I'm working on for this client as I'm doing the billing process you see down here there's a template option this is the default template chosen by your firm if I wanted to use my new custom one I would just click here up here under Customs you actually can't see it on my recording screen but at the very top above default is your custom area I could choose my is-5 new and just use it going forward in that instance of creating an invoice or if you want to change it so that TPS uses it by default for one or a couple clients you could just come to those specific clients click on edit go to the billing tab Tab and right here where it says template you would just change it there to your new is5 new template and make sure you click save if you're waned to do this for all of your clients or a bunch of them all at once you can actually use the client utility which is in tools here where it says client utility you're able to do that in here but I'm not going to go through that whole process because it'll just add a lot of time to this video but if you watch this video here it explains the client batch update and then once you you build your clients and you're ready to send the invoices you just come here to the print send area and generate and send those invoices right in here make sure you watch the print send batch overview video as well as the video under invoices to learn how to send a bunch of these invoices at once and I think that covers it for the invoice templates thank you for watching