Create an Invoice Template

Create a template associated with a business purpose or compliance requirement. For example, if a country legally requires specific formatting of an invoice document, you can create a template that is associated at the client country or invoice option level to output an invoice in that format during generation. The invoice template used appears in the invoice details after the invoice batch process completes. See Run Invoice Batch Process.
Note: The template used in invoice generation appears in the Client Invoice Document or Supplier Invoice Document fields, or both, depending on the configuration. See Invoice General Information.

MSP Admin, SysAdmin, or Finance MSP (with the 'Finance Configuration' permission) roles is required to configure an invoice template.

  1. Navigate to the Configuration page in the MSP view.
  2. From the client organization's country list (Countries section), select a country.
  3. Navigate to Billing > Invoice PDF Templates.
  4. Click . If you are creating a new rule where no other rules exist, click the button in the Invoice PDF Templates area.
  5. In the Create Invoice Document Template popup, configure the following fields:
    • Template Name - Template name that appears in the template list.
    • Type - The type of invoice where the template is applied. Select from the following:
      • Client - Used to bill the client organization for work performed.
      • Supplier - Used to pay the supplier for work performed.
      • MSP Up Fee - Used to bill the client organization for any MSP up fee.
      • MSP Down Fee - Used to bill the supplier/vendor for any MSP down fee.
    • Template Language - The language of the variable labels.
    • Active flag - Sets the template to 'Active' and allows the template to be assigned for use.
      Note: If a template is added to an invoice option, but made inactive at the template level, the invoice template is still used to generate invoices for the invoice option.
    • File Name - Used as the default file name when the template is applied to a newly generated invoice. This field is required.
    • File Name Variables - Inserts variable data into the file name. For example, 'Client Name' inserts the client's organizational name into the file name in the position where the variable appears. Variables appear in the File Name field in double brackets {{}}, and can appear in any position in the file name.
  6. Using the WYSIWYG editor, create the template layout and default fields/images.

    You can insert images, format text, and configure tables in the template. You can also add variables and labels for the template that automatically populate with the value of the variable or label field in the generated document. For example, if you need to have the billing E/D on the invoice, you can configure the label 'Most Recent Earnings End Date' inline in the document template, and then the variable 'Bill: Most Recent Earnings End Date' after. The VMS inserts the end date timestamp on the billing item as a string on the invoice.

    Attention: The 'Bill: Timecard Rate Table' variable inserts a table element. This variable is used to display billing lines that include more that one rate, displayed with each rate detail. It is recommended that you do not insert this variable inline with other text, for example, in the middle of a paragraph. It might produce unexpected formatting issues. See Invoice Template Variables.
  7. Click .