Bottom of Invoice settings
Security and navigation
SECURITY Security level with Admin permission to configure Finance, Accounting, & Invoicing. Refer to Admin security settings.
SECURITY Security level with Admin permission to configure Contracts & Un-Posting. Refer to Admin security settings.
NAVIGATION
> Admin > Features & Settings > Finance, Accounting & Invoicing > Invoices > Invoice Templates
NAVIGATION > Contracts > Tools / Setup > Invoice Templates
The Bottom of Invoice section contains the content that will display once, at the bottom of the last page of the invoice, and is recommended for information such as subtotals, credits and adjustments, and the grand total. It also allows you to configure the default invoice notes for the template, determine how tax information is summarized, and how contract balances are labeled. To open the page, use the path(s) in the Security and navigation section above.
Bottom of Invoice
This section typically contains your default invoice notes, totals before and after taxes, tax information and adjustments. You use the HTML editor to place and style text and variables. Refer to The HTML editor.
NOTE If you want to keep the "bottom of invoice" content together on the same page, you can add the style "page‑break‑inside: avoid" to the HTML markup. For details refer to The HTML editor.
Additional settings
In this section, you can configure default display options for notes and tax information for the invoice template.
EXAMPLE If you are set up with multiple tax components and have selected both "Display tax category" and "Display separate line item for each tax", tax summary information will be displayed like this:
General Sales Tax
New York State Tax (4.00%) $5.00
Albany County Tax (4.00%) $5.00
Labor Tax
New York State Tax (2.00%) $2.50
Albany County Tax (2.00%) $2.50
| Field | Description |
|---|---|
| Invoice Notes | Enter the text of your default Invoice Notes that will appear whenever invoices are generated. The Invoice Notes will only be displayed if the Design page contains the Invoice:Invoice Notes variable. NOTE These invoice notes could be appended to or replaced, depending on settings on the Process Selected Invoices page (refer to Processing invoices). |
| Display tax category | You can choose whether to display tax categories on the invoice. By default, this option is selected. For information on tax categories, refer to Configuring your tax table. |
| Display tax category superscript for each billing item* | If selected, a superscript number identifying the tax category will display in the billing item's Description column and be referenced in the [Invoice: Tax] variable for each tax category. By default, this option is not selected. NOTE This option is dependent on "Display tax category" and will be disabled if that option is not selected. |
| Display separate line item for each tax* | You can choose whether the invoice will display a separate line item for each tax component. By default this option is not selected. Enabling this setting will only make sense if you set up your taxes listing all tax components separately (i.e. State Tax, County Tax), instead of entering one line for the effective tax. Refer to Component rates versus effective tax rates. |
| * If you are set up with multiple tax components and have selected both "Display tax category" and "Display separate line item for each tax", tax summary information will be displayed like this: General Sales Tax New York State Tax (4.00%) $5.00 Albany County Tax (4.00%) $5.00 Labor Tax New York State Tax (2.00%) $2.50 Albany County Tax (2.00%) $2.50 |
|
Contract Balance and Invoice Totals variable text
Invoice templates support several special variables, for example, [Invoice: Totals], that combine multiple billing elements in one variable. When you add one of these variables to the invoice template, the invoice displays all the elements combined in that variable. All you see in the template and the HTML editor is the variable name, for example, [Invoice: Totals]. You don't see the individual elements until you process an invoice.
Since the elements don't display in the HTML editor, you cannot edit the field labels. If you want to customize the labels for any of the elements, you must edit the variable text fields on the Bottom of Invoice editor page.
NOTE The Retainer: Tax Deducted from Retainer and Retainer: Total Deducted from Retainer fields will only display if the "Retainer Tax" installed module is on.
NOTE The Current Hours/Tickets/Amount Remaining fields are calculated as of the Invoice Date, which you can specify when you process invoices. Calculations include only blocks or purchases that are active and billed as of that date. When you preview the invoice, it defaults to today's date.
NOTE For the Invoice: Totals variable elements, the totals for Non-Billable Hours, Prepaid Hours, Adjusted Billable Hours, and Payments/Credits only appear if they are > 0.00.
NOTE The three Autotask Standard (system) invoice templates, Bill to on left and Bill to on right sides, and Double window, each display the same elements that are included in the [Invoice: Totals] variable. The system templates do not use the [Invoice: Totals] variable. Each element is a separate variable. Because they are separate variables, you see them on the template and must edit the labels directly in the HTML editor. Do not use the Invoice Totals Variable Text fields. Also, when the template uses the individual elements instead of the [Invoice: Totals] variable, the elements are not automatically hidden when their value is 0.00.
