Edit an Invoice Description

Overview

The invoice description is the section of text that shows on invoices detailing what you're billing your customer for.

You can edit the default invoice description for the whole portal and you can create different invoice descriptions for specific customers if you need to as well. The customer invoice description text will override the entity invoice description text.

Edit an Invoice Description

To edit a portal invoice description:

1. Go to Config > Company Management > select the entity > Invoicing.

2. Edit the Sales Invoice Description Text.

3. Click Save.

The default text/tokens will be: 

[:meta_data.charge_item:] - [:customer.name:] - [:meta_data.quantity:]  [:meta_data.unit_type:](s) of contracting services of [:employee.name_first.ucfirst:] [:employee.name_last.ucfirst:] for the [:job.timesheet_length:] [:meta_data.beginorend:] [:meta_data.timesheet_dateof:] approved by [:approver.name_first.ucfirst:] [:approver.name_last.ucfirst:] at [:meta_data.approved_time:] on [:meta_data.approved_date:]

On an invoice, the above text/tokens would be converted to this: 

To edit a customer invoice description:

1. Go to Users > Customer > select the customer > Default Settings.

2. Edit the Sales Invoice Description Text.

3. Click Save.

You can also edit the ‘Perm Placement Invoice Description Text’ in either of these places if you’re using this functionality in your portal and would like to set a custom description.

You can use the field tokens listed below to auto-populate fields in the Description text, such as [:PAYROLL_CATEGORY:] for the charge item.

Field tokens can be used in:

• Sales Invoice Description Text
• Perm Placement Description Text
• Header elements
• Footer elements

Not all elements will work in all of the above areas. Please contact our Support team if you need help with configuring any of these items. 

Field Token	Description
[:amount_due:]	The outstanding balance due on the invoice
[:approved_date:]	The date the timesheet or expense report was approved
[:approved_time:]	The time that the timesheet or expense report was approved
[:approver_name_first:]	The first name of the person who approved the timesheet or expense report
[:approver_name_last:]	The last name of the person who approved the timesheet or expense report
[:billing_entity:]	The name of the customer being billed on the invoice
[:CALCULATED_CHARGE_RATE:]	The charge rate for the charge item, after the timesheet has been interpreted
[:company_abn:]	The ABN of the billing entity issuing the invoice. Taken from the ABN field in Config > Company Management > select the entity > Entity Details
[:company_address:]	The address of the billing entity issuing the invoice. Taken from the Street Address, Suburb/Town, State and Postcode fields in Config > Company Management > select the entity > Invoicing
[:company_name:]	The name of the billing entity issuing the invoice. Taken from the Entity Name or Trading Name fields in Config > Company Management > select the entity > Entity Details
[:company_phone:]	The phone number of the billing entity issuing the invoice. Taken from the Phone field in Config > Company Management > select the entity > Entity Details
[:contacts:]	The customer contact name or billing group (eg Accounts Receivable)
[:customer_abn:]	The ABN of the customer the invoice is being issued to
[:customer_trading_name:]	The Trading Name of the customer that the invoice is being issued to
[:customer_locality:]	The suburb or town of the customer that the invoice is being issued to
[:customer_postcode:]	The postcode of the customer the invoice is being issued to
[:customer_state:]	The state of the customer the invoice is being issued to
[:customer_street:]	The street address of the customer the invoice is being issued to
[:date_start_format:]	The start date of a permanent placement contract
[:emp_name_first:]	The first name of the employee who generated the timesheet or expense report. Only use this field token for the Sales Invoice Description Text
[:emp_name_last:]	The last name of the employee who generated the timesheet or expense report. Only use this field token for the Sales Invoice Description Text
[:invoice_amount:]	The dollar amount of the invoice total (after tax)
[:invoice_due_date:]	The due date for payment of the invoice balance
[:invoice_issue_date:]	The date the invoice was issued
[:invoice_number;]	The number of the invoice. Invoice numbering can be set for the whole of the system or for individual customers
[:logo:]	The logo image set up in Config > Company Management > select the entity > Branding
[:meta_data.charge_item:]	The charge item (usually the same as the pay item - please check your config)
[:meta_data.quantity:]	The number of units
[:meta_data.unit_type:]	The type of units (eg Hour)
[:job.timesheet_length:]	The timesheet length (eg Week)
[:meta_data.beginorend:] [:meta_data.timesheet_dateof:]	The period beginning or ending, and the date it begins/ends
[:meta_data.project:]	The name of the project the work is associated with (if you're using the Project Management function)
[:meta_data.activity:]	The name of the activity the work is associated with (if you're using the Project Management function)
[:job.billers_ponum:]	The PO Number from the job
[:job.employer:]	The Workplace name from the job
[:job.job_title:]	The Job Title from the job