Custom Fields for Invoices

The system allows adding a number of additional fields within the invoice to enter extra values that appear in the invoice template upon creation and saving. However, this requires transferring the variables associated with these fields to the invoice template. For more details, please refer to the explanation guide.

Steps to add additional fields on the invoice screen:

  1. Click on “Sales” from the main menu.
  2. Click on “Sales Settings”.
  3. Click on “Custom Fields”.
    • You can select the desired field type from the list on the left, such as (single line, multiple lines, number, dropdown list, checkbox, date, etc.).
  4. Press and hold the desired field, then drag it to the empty space until a frame appears indicating the field’s position on the screen.
  5. A floating screen will appear immediately containing “Field Settings” which include:
    • Properties: Adjust the basic settings for the field, such as (field name, instructions, Initial value, etc.).
    • Validation:
      • Make Field Required: The field becomes mandatory when creating an invoice, and saving without adding values to the field is not allowed.
      • Set as Filter: The field appears as one of the filtering factors on the “Invoice Management” page.
      • Make it Unique: Prevents the program from repeating the same value within the field in any other invoice.
    • Templates: You can format the field’s size and position in relation to other additional fields on the page.
  6. Adjust the field settings, then click on the “Save” button.
    • You can click on “Preview” to review the appearance of the fields on the page.
  7. Click on the “Save” button to apply the added fields. 

Note: The added additional fields will appear below all the basic fields inside the “Create Invoice page.

Steps to transfer variables to the invoice template:

  1. From the main menu, click on “Templates”.
  2. Choose “Printable Templates” from the menu.
  3. Click on “Invoice/ Estimate Layouts”.
  4. Click on the desired invoice template to modify it or click on the “New Layouts” button to start adding a new template to the account.
  5. Inside the invoice templates screen, click on the “Notes” tab.
  6. Click on the “Full Variables Guide” button.
  7. Go to the section that contains the placeholder/ variable for “Invoice”.
  8. In the list of invoice placeholders, you will find the new variables for the additional custom fields.
  9. Copy the variable for each field and go back to the template in the invoice template editor.
  10. Add the variable in the desired section within the invoice template, whether in the “Client Info” section, “Business Info” section, “Shipping Info” section, or in the “Notes” section.
  11. Click on the “Save” button for the invoice template.
    • Now, when creating a new invoice and adding values to the additional custom fields, these values will appear in the template at the designated position within the invoice template.
    • Note: The values of the additional fields may not appear in the preview, and they will only appear when saved as a final invoice or a draft.