In Bill4Time you can setup multiple Invoice templates and assign these templates to your clients and/or projects.
Creating a New Template
- Click on your name at the top of the screen and select Settings from the drop-down menu.
*If you do not see Settings as an option then you do not have access to this area of the program and will need to contact your System Admin.
- Click on the Invoice Setup tab
- Click on the blue New Template button
- You will be in the Content tab for the Template.
- Provide a name for this template in the Name text box
Header Type: Text Header, Image or Letterhead(for Letterhead stationary)
Logo option: Company Default(Company Logo tab in Settings) or Custom
Select if you would like your Company Details to Show or be Hidden. Then select the check boxes for the data you would like to appear in the Company Details section. Options are - Company Name, Street Address, City, Country, Phone, Fax, Email or a Custom Line. The information here is pulled from your company data that exists in the General tab in Settings.
Select if you would like the Client Details to Show or be Hidden. Options are Client Name, Attention, Street Address, City, State Zip, Country, Phone, Email or Custom Line.
Group By Project - groups entries by project.Show Services Through Date - adds Services Through Date to your invoices.
Show Invoice Terms - Shows Payment Terms
Show Billable Hours Totals - Shows Billable Hours Totals
Show Labor Amount - Total Hours Amount
Show Expense Amount - Totals Expense Amount
Show Invoice Amount (Labor + Expenses) - Total Invoice Amount for both Labor & Expenses
Show Previous Balance - Any previous balance owed is shown.
Show Balance Due - Balance Due for invoice total as well as any outstanding balances.
Show Retainer Replenishment Balance - This will show the amount needed to replenish Trust. Click here for more information on setting up Retainer Replenishment.
Show Payment History - Select One:
- Show payment history inline w/ totals - payments are shown along with all totals.
- Show payment history in a separate section - breaks payments into a separate section at the end of the invoice.
Display 'No Charge' Where Line Total is 0.00 - if an item is $0 this is displayed as "No Charge"
Display 'Past Due' When Invoice is Overdue (calculated from terms) - If an invoice is past due a Past Due stamp is shown on the invoice.
Line Spacing - Single or Double.
Paper Size - Letter or A4.
Columns - Select from Date of Service, Services By, Task Code(for firms on Legal Plans using ABA codes, Activity Type, Entry Description, Hours, Rate, Amount and Labor Start/End Time
Footer Type - Image, Text, or Letterhead
Advanced Options - showing page numbers, repeating the Header/Footer(for pdf's), Show Project ID on Invoices, Show full Project Description on Invoices, Show Full Names on Invoice Line Items, #10 Window Envelope(not compatible with Standard/Official Designs), and Show Notes.
Invoice Add-Ons - These add-ons allow for receipt attachments, trust accounting, or user summaries. For more information about Invoice Add-Ons click here.
Cover Letter, Design & Preview Tabs
Click on the Cover Letter tab if you are on the Legal Pro or Enterprise plan to create a cover letter in the system. Click here to learn more about Cover Letters.
Click on the Design tab to select which design layout to use. Click here to learn more about our Design options.
Click on the Preview tab to see a sample. You can go back to Content and/or Design to make further edits as needed.
Once you have made all of your Invoice Template selections click the Save button.
Your new invoice template is now available to be set as the company default or assigned to select clients or projects from their Invoice Presets tab. Any changes you make to these templates are global and extend to whatever clients or projects you have it selected for.
*Please Note: Changes made to an invoice template impact both past and future invoices for all clients and/or projects that the template has been assigned to.