Need Help?/Official WorkflowMax/Customising WorkflowMax

Custom Branded Quotes, Invoices, Purchase Orders and Tax Letters

Gavin George
posted this on September 22, 2011 13:00

Explaining WorkflowMax's custom branded templates

Watch the video tutorial here

WorkflowMax standard branding template

All WorkflowMax accounts have a standard branding theme. This standard branding theme is WorkflowMax's template for how your PDF invoices, quotes, purchase orders, job briefs, statements and tax letters, display the standard elements (e.g. page size, margins, font), which are hard coded and cannot be edited.  If you want to change the look and feel of your printed and emailed outputs then you need to build a custom template. 

Custom templates

With the custom template functionality you can either create your own customised print templates, or download and edit the samples templates provided.  Once you have more than one branded template, you can select which template to use from the print options screen when you generate invoices, purchase orders, quotes, job briefs, statements and tax letters.

With template branding you can set up multiple templates to use in different situations. If you run more than one business under the same company structure, when you print your invoices, quotes, purchase orders, job briefs, statements and tax letters you can choose the appropriate templates to suit. If some clients require more time sheet detail on their invoices for instance you could build a custom template specific for that purpose. If you wanted to include pages and pages of preamble and terms and conditions as part of a larger proposal for each of your quotes then look to use a custom template. You could even create client engagement letters or deed documents that could be printed as job briefs from each of your jobs.

 

Edit the sample custom branded templates or create your own from scratch

  

 

 

The sample .docx templates do not resemble the standard themed WorkflowMax invoices and quotes. They have their own look and feel and can be downloaded and tweaked to suit your needs or completely overhauled, how you decide to work with the template is your choice. You could decide to start from scratch and create your own template, however we do advise that you first download the samples and begin working with them so that you become familiar with the tags required and the effect of your manipulation.

WorkflowMax only supports .docx files, which have '.docx' as their file extension. WorkflowMax does not support .doc or .dot or files with file extensions other than .docx for customising invoices, statements, quotes/estimates, purchase orders and job briefs. They are a totally different format.

The .docx templates can only be edited and saved in Microsoft Word (2007 or 2010). We provide some help on inserting images, fields and viewing gridlines for the purpose of customising .docx templates, but we don't provide extensive help on using Word. We recommend that you are a confident and experienced Word user, or can get help using Word - if you need to - online or from someone in your organisation.  Use Microsoft's support if you need help navigating, editing or formatting a Word document.

To begin editing the sample templates:

  1. Go to Admin-Custom Templates
  2. Select the Samples tab
  3. Click on the sample you wish to edit
  4. Click the 'Download Template' hyperlink at the bottom of the page
  5. You can open the .docx template in Microsoft Word (2007 or 2010) and make your required edits. You can add hardcoded messages, change the fonts, layouts, upload images, and remove or add tags that are replaced with the actual data from the invoice, quote/estimate, purchase order, job brief or statement. 
  6. Save your template to your computer as a .docx, e.g. you might name your file 'InvoiceNew.docx'.
  7. Back in Admin-Custom Templates screen click the "New  ___ " button to create a new template, give it a name and then choose the .docx file from your computer and click Save.
  8. You will notice several options dependent on the type of template you create:
  • Remove heading row from empty tables - Tick this option if you do not wish the Heading, Description, Quantity, Rate and Amount to display when there aren't any costs or tasks on the quote/invoice
  • Group similar tasks onto a single line item - Use this option if you have Tasks with Labels on your quote/invoice but only wish the client to see the grouped value. For instance you have Design - Business Cards and Design - Logo as two separate items, but when you print the quote/invoice you want these grouped together so that it just displays Design with the total for each.  NOTE IT ISN'T POSSIBLE TO USE THIS OPTION IF YOU HAVE THE ENABLE TIMESHEET OPTION AND PRINT TIMESHEET TABLE ON YOUR TEMPLATE
  • Group similar costs onto a single line item (invoice and po) - Use this option where you may have a number of the same cost items added to a purchase order or invoice but only want to display one line to the client. For instance you have 10 couriers on a job in one month, however on the invoice you only want to show a single Courier line item with the sum of all costs.
  • Print 'TBC' for zero value task, cost and option line items (quote) - Where you don't know the value of a line item, if you set it to be zero and this flag is ticked then the zero will be replaced with TBC
  • Timesheets (Invoice only) - include the timesheet entries in the body of your invoice, or at the end of the invoice.  Using the Time table details (below) add the time table to display timesheet details and notes.  The options are
    1. None - no time sheets are printed on the invoice
    2. All - all individual time sheets are printed
    3. Task/Staff - time sheets are summarised by task, then staff
    4. Task/Date/Staff - time sheets are summarised by task, date then staff

 
Custom_templates.PNG

 

Editing the .docx template

So you have opened the sample template file you want to customise. You'll see it's formatted with standard details such as Date, Job Number etc, but that it's made up of tables containing fields that correspond with data fields in WorkflowMax. (You'll be familiar with these fields and this type of concept if you've used mail merge features in MS Word 2007 or 2010.). WorkflowMax uses the fields in the template to pull corresponding field data from the database.

Once you have the file open in word you can begin to manipulate the layout, the fonts, add additional fields or remove unwanted fields, include your own text or even add a second page of terms and conditions. However before you do all of this read the detail below to get an idea of what fields can be used where and what restrictions are in place.

 

Default fields in the downloaded .docx templates and what they mean

Before you add to, move or delete fields from each .docx template, you'll need to know:

  • what default fields apply to which templates
  • that you mustn't delete mandatory TableStart and TableEnd fields (marked * in this table)
  • what the fields relate to in WorkflowMax.

Merge Field Names and where they can be used (X marks what printed output these fields can be used on):

Merge Field Name Quote   Job Brief Purchase Order Statement Invoice
             
Active User            
Name X   X X X X
Email X   X X X X
Phone X   X X X X
Mobile X   X X X X
             
Settings Quote    Job Brief  Purchase Order  Statement Invoice 
TITLE X   X X X X
Today X   X X X X
PreferenceInformation X   X X X X
PreferenceTaskHeading X   X X X X
PreferenceCostHeading X   X X X X
PreferenceOptionHeading X   X X X X
PreferenceTaxName X   X X X X
PreferenceTerms X   X X   X
PaymentAdviceHeading X   X X X X
PaymentAdviceText X   X X X X
             
Client Quote   Job Brief Purchase Order Statement Invoice
ClientName X   X   X X
ClientPhone X   X   X X
ClientFax X   X   X X
ClientAddress X   X   X X
ClientCity X   X   X X
ClientRegion X   X   X X
ClientPostCode X   X   X X
ClientCountry X   X   X X

ClientAddressText - The Address, City, Region,
Post Code and Country fields
formatted (as per standard
formatting)

X   X   X X
ClientPostalAddress X   X   X X
ClientPostalCity X   X   X X
ClientPostalRegion X   X   X X
ClientPostalPostCode X   X   X X
ClientPostalCountry X   X   X X
ClientPostalAddressText - The 
Postal Address, Postal City, 
Postal Region, Postal Post Code 
and Postal Country fields 
formatted (as per standard 
formatting)
X   X   X X
ClientBillingAddress X   X   X X
ClientAccountManagerName X   X   X X
ClientAccountManagerEmail X   X   X X
ClientAccountManagerPhone X   X   X X
ClientAccountManagerMobile X   X   X X
             
             
Contact Quote   Job Brief Purchase Order Statement Invoice
ContactName X   X     X
ContactPhone X   X     X
ContactMobile X   X     X
ContactPosition X   X     X
ContactEmail X   X     X
ContactSalutation    X      X
ContactAddressee    X      X
ContactSalutationOrName - this field will substitute the contact name where a salutation doesn't exist X   X     X
ContactAddresseeOrName - this field will substitute the contact name where an addressee doesn't exist X   X     X
             
Supplier Quote   Job Brief Purchase Order Statement Invoice
SupplierName       X    
SupplierPhone       X    
SupplierFax       X    
SupplierAddress       X    
SupplierCity       X    
SupplierRegion       X    
SupplierPostCode       X    
SupplierCountry       X    
SupplierAddressText - The
Address, City, Region, Post Code
and Country fields formatted (as
per standard formatting)
      X    
SupplierPostalAddress       X    
SupplierPostalCity       X    
SupplierPostalRegion       X    
SupplierPostalPostCode       X    
SupplierPostalCountry       X    
SupplierPostalAddressText - The
Postal Address, Postal City,
Postal Region, Postal Post Code
and Postal Country fields
formatted (as per standard
formatting)
      X    
SupplierBillingAddress       X    
             
             
Quote Quote   Job Brief Purchase Order Statement Invoice
QuoteType X          
QuoteDate X          
QuoteValidDate X          
QuoteNumber X  

X

     
QuoteJobNumber X          
QuoteName X          
QuoteDescription X          
QuoteOptionExplanation X          
QuoteTaxRate X          
QuoteSubTotal X          
QuoteTaxTotal X          
QuoteTax1Total (for US clients) X          
QuoteTax2Total (for US clients) X          
QuoteTaskSubTotal X          
QuoteCostSubTotal X          
QuoteTotal X          
OptionSubTotal X          
OptionSubTotalIncludingTax X          
             
Task Table Quote   Job Brief Purchase Order Statement Invoice
Description (task name + task label) X   X     X
Name X   X     X
Label X   X     X
Note (task "description" field) X   X     X
Time X         X
TimeHourMinute  (eg 2:45) X         X
TimeDecimal  (eg 2.75) X         X
Rate X         X
Amount X         X
AmountTax X         X
AmountTotal X         X
Days X   X     X
DailyRate X         X
TaxRate1           X
TaxRate2           X
EstimatedTime     X      
ActualTime     X      
RemainingTime     X      
StartDate     X      
DueDate     X      
Staff     X      
Completed     X      
DateCompleted     X      
CompletedBy     X      
             
Cost Table Quote   Job Brief Purchase Order Statement Invoice
Description X   X X   X
Code X   X X   X
Note X   X X   X
Quantity X   X X   X
Rate (ie unit rate) X     X   X
Amount X    X X   X
AmountTax X     X   X
AmountTotal X     X   X
TaxRate1           X
TaxRate2           X
Date     X      
Folder     X      
UnitCost     X      
UnitPrice     X      
Cost     X      
Supplier   X      
             
Option Table Quote   Job Brief Purchase Order Statement Invoice
Description X          
Code X          
Note X          
Quantity X          
Rate X          
Amount X          
AmountTax X          
AmountTotal X          
Supplier  X          
             
Purchase Order Quote   Job Brief Purchase Order Statement Invoice
OrderDate       X    
OrderNumber       X    
OrderDescription       X    
OrderDeliveryAddress       X    
OrderTaxRate       X    
OrderSubTotal       X    
OrderTaxTotal       X    
OrderTotal       X    
             
             
Job Quote   Job Brief Purchase Order Statement Invoice
JobNumber     X X    
JobName     X X    
JobDate     X      
JobFolder     X      
JobDescription     X      
JobClientOrderNumber     X      
JobPriority     X      
JobStaff     X      
JobManager     X      
JobStartDate     X      
JobDueDate     X      
JobBudget     X      
JobState     X      
JobCategory     X      
Manager       X    
             
Invoice Quote   Job Brief Purchase Order Statement Invoice
DueDate           X
Number           X
Description           X
Type           X
TaxRate           X
SubTotal           X
TaxTotal           X
Tax1Total           X
Tax2Total           X
Total           X
AmountPaid           X
AmountDue           X
CostSubTotal           X
TaskSubTotal           X
TaskTotalTime           X
TaskTotalTimeHourMinute           X
TaskTotalTimeDecimal           X
OrderNumber           X
JobNumber           X
JobName           X
Manager           X
Fee6Month           X
Fee12Month           X
TaskSubTotal           X
TaskTotalTime            X
TaskTotalTimeHourMinute           X
TaskTotalTimeDecimal           X
CostSubTotal           X
             
Job Table (Invoice Only) Quote   Job Brief Purchase Order Statement Invoice
Name           X
Description           X
Number           X
ClientOrderNumber           X
SubTotal           X
TaskSubTotal           X
TaskTotalTime           X
TaskTotalTimeHourMinute           X
TaskTotalTimeDecimal           X
CostSubTotal           X
QuoteNumber           X
Manager           X
             
Time Table (Invoice Only) Timesheet display mode
   
  All   Task/Staff Task/Date/Staff    
Date X   X X    
Staff X   X X    

Description (Task name + Label)

X   X X    
Name (Task Name) X   X X    
Label (Task Label) X   X X    
Note (timesheet note) X   X X    
Time X   X X    
TimeHourMinute X   X X    
TimeDecimal X   X X    
Rate X   X X    
Amount X   X X    
             
Milestone Table Quote   Job Brief Purchase Order Statement Invoice
Date     X      
Name     X      
Folder     X      
Completed     X      
DateCompleted     X      
CompletedBy     X      
             
             
Note Table Quote   Job Brief Purchase Order Statement Invoice
Date     X      
Title     X      
Note     X      
Folder     X      
CreatedBy     X      
             
             
Task Todo Table Quote   Job Brief Purchase Order Statement Invoice
Name     X      
Completed     X      
Date Completed     X      
CompletedBy     X      
             
             
Statement Quote   Job Brief Purchase Order Statement Invoice
StatementSubTotal         X  
StatementTaxTotal         X  
StatementTotal         X  
StatementAmountPaid         X  
StatementAmountDue         X  
StatementDate         X  
             
Invoice Table (Statements Only) Quote   Job Brief Purchase Order Statement Invoice
Date         X  
Number         X  
Description         X  
SubTotal         X  
TaxTotal         X  
Total         X  
AmountPaid         X  
AmountDue         X  
JobName         X  
JobSummary         X  
JobOrderNumber         X  
DueDate          X  
             
Tax Table (tax letters and tax return cover pages only)

Tax Return Cover Page

  Provisional Tax Letter Terminal Tax Letter     
AgentName   X    X  X    
AgentAddress  X    X  X    
AgentPhone  X    X  X    
AgentFax  X    X   X     
ReturnPeriodFrom  X          
ReturnPeriodTo  X          
ReturnTaxYear  X          
ReturnTaxType  X          
PaymentDateApproved        
PaymentAddresee        
PaymentSalutation        
PaymentInstallment        
PaymentTaxYear        
PaymentDate        
 
Note: The cover page and tax letter templates support all the client and job merge fields in addition to the above merge fields. Refer to these help pages for details on printing and customising tax payment letters.
 
 
 
Custom Fields (supported on templates) Quote Tax Letter Job Brief Purchase Order Statement Invoice
Job     X      
Job Task     X      
Job Cost     X      
Client X X X   X X
Contact X   X     X
Supplier       X    
             
Custom Fields            
Use the below format when inserting custom fields into your template    
 Where XXX is the name of the custom field, e.g. a job custom field called "Product Type" would have a merge field of "JobCustom Product Type"     
 
Job JobCustom XXX          
Job Task Custom XXX          
Job Cost Custom XXX          
Client ClientCustom XXX          
Contact ContactCustom XXX          
Supplier SupplierCustom XXX          
             
 
             

 

Rules: working with .docx templates


WorkflowMax's .docx templates are made up of tables and support basic Word features that can be converted to PDF. These are the the things you should be aware of:

  • Don't delete the mandatory TableStart and TableEnd fields in the templates that WorkflowMax requires to be able to generate your PDFs. This is because these fields are used to build statement lines and tax fields. WorkflowMax won't stop you from uploading a .docx file without these fields. This is because these fields are used to build statement lines and tax fields. WorkflowMax won't stop you from uploading a .docx file without these fields, but you won't be able to generate PDFs without them.
  • TableStart.png
  • If you enter text into your template, you should either:
    • add it to a table already in the template or a table you've inserted yourself, or
    • highlight your text > right click > Paragraph... > Line and Page Breaks tab > tick Keep lines together.
      If you don't use one of these methods, your text may be hidden when you generate your printed output.
  • Don't use WordArt or ClipArt, embed files e.g. Excel or Powerpoint, or use animated .gifs. This is because they can't be converted into a PDF.
  • Don't use interlaced .pngs.
  • WorkflowMax only supports .docx files, which have '.docx' as their file extension.
  • Each uploaded .docx file must be 2MB or less, or up to 5MB for Quotes (only).



Customise your downloaded .docx templates. You can:

  • Change the font to any of these fonts we support

    With .docx, you can use any of these fonts:

    If you use an unsupported font, WorkflowMax will still produce the PDF but will automatically choose an alternative font which may not be what you want.

  • Moving, deleting or adding fields

    You can move or delete any of the default fields in the template, or add additional fields to the template.

    You might find it easier to view the tables in the template layout by enabling View Gridlines in Word.

    Move or delete most of the default fields in the template, just as you would using a standard Word document. The exceptions are the TableStart and TableEnd fields which you mustn't delete.

    As well as having default fields on each template, you can insert additional fields to display on each invoice, statement, estimate/quote, purchase order and job brief by:

    • typing static text into the template, e.g. your standard payment terms and conditions
    • inserting a field into the template: Insert > Quick Parts > Field, select MergeField from Field names, then enter the template field name into the Field name. 
    • In Word for Mac 2011, to insert a field: from Categories choose: Mail Merge and for field name choose: MergeField. Then in the Field code box MERGEFIELD "Fieldname" (eg MERGEFIELD QuoteName).  Click OK


      Use the Merge Fields table above to see what fields you can insert into your templates.
  • Add your logo to a custom .docx template, follow these steps:

    Create and save your logo to your computer.

    Your image's file type must be a .jpg, .png (non-interlaced) or .gif.

    1. Go to Admin-Custom Templates.
    2. Locate the template you want to change, click on it and and click the Download link
    3. Open the template you want to change
    4. Either select the image icon to insert your logo, or insert it like you would any other picture.
    5. Find and select the logo you've saved to your computer.
    6. Click Upload.
    7. Change the position of your logo, if you want to by dragging and dropping your image within the document
  • Add terms and conditions to quotes/estimates and invoices

    If you have your own terms and conditions, which could potentially be pages long, then add a page break to your .docx  template and include your terms and conditions on a secondary page. You can choose to paste them in from another document or format them in a table format that you are comfortable with.

Use these tips to help you change the sample templates:

 
Top margin and Bottom margin
  • If your margins are large, the invoice details and payment advice (remittance advice) may not fit on 1 page, so the invoice will display across 2 pages.
  • If you use letterhead for invoices and statements you might adjust the top margin to push the start of the document down a bit. The top margin determines how far down the heading and logo (if you use one) or invoice date will be from the top of the page.

Address padding

  • Use address padding to alter the position of the invoice address (in relation to the left-hand margin) if it doesn't fit into your window envelopes. The address padding is measured within the margins of the page not from the edge of the page.
  • Use numbers between the range of 0 and 5cm or 0 and 2 inches, up to 2 d.p.

Font type and Font size

  • There is a limited number of font types and sizes available for 2 reasons: so that anyone regardless of their computer or settings can use them, and so that the PDF text prints at a reasonable size without compromising the layout of the invoice or statement.
  • You can change the font type or font size for a theme to use on invoices, statements and credit notes using the drop-down lists. 

Set up your terms & payment advice for invoices and quotes/estimates

The tag Ā«PreferenceTermsĀ» is used for the text you want to appear on all print-version invoices and quotes/estimates that you send or email to your customers. The text is extracted directly from the 'Footer' fields in the Admin-Preferences screen

  • You could enter things like terms of payment or a message of thanks to your customers.

 

Set up your contact details for invoices, quotes/estimates, purchase orders and statements

The tag <<PreferenceInformation>> is taken directly from the Information field in Admin-Preferences and is the details about your organisation that you want to appear on your outgoing invoices, quotes, estimates or purchase orders - the details that tell your customers/suppliers who the correspondence is from.

  • You can change your organisation's postal address in the information field and this change will appear at the top of PDFs you print or send.
  • If you are trading two different companies under one WorkflowMax account then you will need to hardcode your second company's address in place, rather than using the PreferenceInformation tag.

 

How to alter the visibility of decimal places after the decimal point.

 Sometimes you may want to see   $12 345   (no decimal places)    not  $12 345.00   or    $12 345.35  (two decimal places).

 Or perhaps you want to see   Quantity =  145   (no decimal places)   and not   145.00    (two decimal places).

 This can be done by changing the capital letter to a lower-case letter in the merge field as follows.

 

For example:

<<SubTotal>>  gives  $123.00  

<<Subtotal>>  gives  $123

 and,

<<Quantity>>  gives   234.00

<<quantity>>  gives   234

 

Delete a custom template

You can delete a custom template from the Admin - Custom template menu.  Just click on the template you wish to delete, then from the left of the screen click on the button "Delete Custom Template" button.

Once you have deleted the custom template it isn't possible to retrieve it, you would have to create it again from scratch.  

The other option is to mark the template as "inactive" in case you wish to use the template in future.  

To do this:

  1. Go to Admin-Custom Templates
  2. Click on the template you wish to remove
  3. Untic the Active checkbox
  4. Save the changes to the template
active.JPG

 

 

Comments

User photo
Accounts

The video and help file only presents a Windows solution.  If you are using MS Word 2011 for Mac, then you don't "right-click", access "Quick Parts", etc, but rather you can insert mergefields under Insert>Field>Mail Merge>Mergefield>MERGFIELD Fieldname, where you write the appropriate Merge Field Name from the list above.  Fear not - its actually a lot simpler than the MS Windows procedure.

December 27, 2013 19:09