Use this reference information to set up the merge fields. Merge fields are a special feature of Microsoft Word, that act as placeholders for data that will be imported into a document from an external data source. For example, the sample invoice template contains the <<ClientBillingAddress>> merge field. When you use the template to print an invoice, the <<ClientBillingAddress>> merge field is replaced by the client's billing address that is stored in the invoice you're printing. you require when you create a custom print template. For details, see About building a custom print template.
Merge field availability
In the tables below, the 'X' indicates which template (QUote, Job Brief, Purchase Order, Invoice Statement or INvoice) each merge field can be used in.
In this article
In this article, merge fields are grouped as follows:
- General merge fields - general purpose merge fields relating to the user, system and general information
- Merge fields in a specific table - merge fields available in specific data tables
- Custom fields - merge fields available for custom data fields.
General merge fields
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Information about current user
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Name
From
> Settings > General Settings > Staff > (current user) Name.
X X X X X Email
From User Profile The User Profile Settings allows you to manage your account profile and to connect to other accounts. To open user profile, click
> Profile Settings.
X X X X X Phone
From
X X X X X Mobile
From
X X X X X
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Information from template and system
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice TITLE
Document title based on the template selected:
- Tax Invoice (Invoice template)
- Invoice Statement
- Job Brief
- Purchase Order
- Quote or Estimate (Quote template).
Alternatively, to customise the TITLE that appears on custom print templates, delete the <<TITLE>> merge field and replace it with the required plain text. For example, in a Job Brief, delete the <<TITLE>> and replace it with the text JOB SHEET.
X X X X X Today
Today's date.
X X X X X
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Information from Organisation Settings
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice PreferenceInformation
From
Can be used to display information about your business including: business name, address, phone numbers, email address, website address, sales tax number, business number.
X X X X X PreferenceTaskHeading
From
Allows you to change the displayed name of the Task table in the custom print template from Tasks to Activities, Labour or some other suitable heading.
X X X X X PreferenceFolderHeading
From
In folders have been renamed to phases in the user interface. However, the term folder is still used for naming merge fields and merge field tables.
Allows you to change the displayed name of the Folder table in the custom print template from Phases to Stages, Sections or some other suitable heading.
X PreferenceCostHeading
From
Allows you to change the displayed name of the Cost table in the custom print template from Costs to Materials, Disbursements or some other suitable heading.
X X X X X PreferenceOptionHeading
From
Allows you to change the displayed name of the Option table (when present) in the custom print template from Options to Optional Features or some other suitable heading.
X PreferenceTaxName
From
Allows you to display the name of the applicable sales tax such as GST, VAT.
X X X X X PreferenceTerms
From
The footer text displayed by the <<PreferenceTerms>> merge field will depend on the custom print template selected: Quote/Estimate, Invoice or Purchase Order.
X X X X PaymentAdviceHeading
From
Example heading: Please make payment by the due date as per the instructions below.
X X X X X PaymentAdviceText
From
Please make payment by Internet Banking to:
XXXX Bank Account Number XXXX-XXXX-XXXXXXXX-XX
IBAN XXX SWIFT CODE XXXXXOr post your remittance to:
XXX Corporation
Private Bag XXX
XXXX
XXXX 2626JH3X X X X X
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Client
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice ClientName From Clients > (select a Client) > Details > General > Name.
Inserts Job client name OR Billing Client Name (if a Billing Client has been selected).
X X X X ClientPhone From Clients > (select a Client) > Details > Contact Details > Phone. X X X X ClientFax From Clients > (select a Client) > Details > Contact Details > Fax. X X X X ClientAddress From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > Address.
Inserts the client's physical address information.
X X X X ClientCity From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > Town / City.
Inserts the city from the client's physical address information.
X X X X ClientRegion From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > State / Region.
Inserts the region from the client's physical address information.
X X X X ClientPostCode From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > Postal / Zip Code.
Inserts the post code from the client's physical address information.
X X X X ClientCountry From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > Country
Inserts the country from the client's physical address information.
X X X X ClientAddressText
Combines the physical address merge fields: ClientAddress, ClientCity, ClientRegion, ClientPostCode and ClientCountry.
X X X X ClientPostalAddress From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > Address.
Inserts the client's postal address information.
X X X X ClientPostalCity From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > Town / City.
Inserts the city from the client's postal address information.
X X X X ClientPostalRegion From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > State / Region.
Inserts the region from the client's postal address information.
X X X X ClientPostalPostCode From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > Postal / Zip Code.
Inserts the post code from the client's postal address information.
X X X X ClientPostalCountry From Clients > (select a Client) > Overview > Addresses > (select an address) > Edit Address > Country.
Inserts the country from the client's postal address information.
X X X X ClientPostalAddressText
Combines the postal address merge fields: ClientPostalAddress, ClientPostalCity, ClientPostalRegion, ClientPostalPostCode and ClientPostalCountry.
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
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Contact
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice ContactName From Clients > Contacts > (select a contact) > Name X X X ContactPhone From Clients > Contacts > (select a contact) > Phone X X X ContactMobile From Clients > Contacts > (select a contact) > Mobile X X X ContactPosition From Clients > Contacts > (select a contact) > Position X X X ContactEmail From Clients > Contacts > (select a contact) > Email X X X ContactSalutation From Clients > Contacts > (select a contact) > Salutation X X X ContactAddressee From Clients > Contacts > (select a contact) > Addressee X 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
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Purchase Order
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice OrderDate X OrderNumber X OrderDescription X OrderDeliveryAddress Merge field name DeliveryAddress also works here. X OrderTaxRate X OrderSubTotal X OrderTaxTotal X OrderTotal X
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Job
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice JobNumber This merge field can be used in single job purchase orders only, not bulk purchase orders. X X JobName This merge field can be used in single job purchase orders only, not bulk purchase orders. X X JobDate X JobPhase X JobDescription X JobClientOrderNumber X JobPriority X JobStaff X JobManager X JobStartDate X JobDueDate X JobBudget X JobStatus X JobCategory X JobManager X
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Invoice
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Date Merge field name InvoiceDate also works here. X DueDate Merge field name InvoiceDueDate also works here. X Number Merge field name InvoiceNumber also works here. X Description Merge field InvoiceDescription also works here. X Type X TaxRate X SubTotal X TaxTotal Merge field InvoiceTaxTotal also works here. X Tax1Total X Tax2Total X CostTaxSubTotal TaskTaxSubTotal Total Merge field InvoiceTotal also works here. X AmountPaid X AmountDue Merge field name InvoiceAmountDue also works here. X CostSubTotal X TaskSubTotal X TaskTotalTime X TaskTotalTimeHourMinute X TaskTotalTimeDecimal X OrderNumber X JobNumber X JobName X Manager X TaskTotalTime X TaskTotalTimeHourMinute X TaskTotalTimeDecimal X Quoted amount QuotedCostSubTotal X QuotedTaskSubTotal X QuotedCostTaxSubTotal X QuotedTaskTaxSubTotal X QuotedSubTotal X QuotedTaxTotal X QuotedTotal X Previously invoiced amount PrevCostSubTotal Total previously invoiced amount for the job X PrevTaskSubTotal X PrevCostTaxSubTotal X PrevTaskTaxSubTotal X PrevSubTotal X PrevTaxTotal X PrevTotal X Total claimed amount TotalClaimedCostSubTotal Total of current invoice amount and all previously invoiced amounts X TotalClaimedTaskSubTotal X TotalClaimedCostTaxSubTotal X TotalClaimedTaskTaxSubTotal X TotalClaimedSubTotal X TotalClaimedTaxTotal X TotalClaimedTotal X Total unclaimed amount TotalUnclaimedCostSubTotal Quoted amount - total claimed amount X TotalUnclaimedTaskSubTotal X TotalUnclaimedCostTaxSubTotal X TotalUnclaimedTaskTaxSubTotal X TotalUnclaimedSubTotal X TotalUnclaimedTaxTotal X TotalUnclaimedTotal X
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Statement
Template Merge Field Name Further Details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Statement Subtotal X Statement Tax Total X Statement Total X Statement Amount Paid X Statement Amount Due X Statement Date X
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Supplier
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice SupplierName Business > Suppliers > (select a supplier) > Name X SupplierPhone Business > Suppliers > (select a supplier) > Phone X SupplierFax Business > Suppliers > (select a supplier) > Fax X SupplierAddress Business > Suppliers > (select a supplier) > Addresses > Street Address X SupplierCity Business > Suppliers > (select a supplier) > City X SupplierRegion Business > Suppliers > (select a supplier) > Region X SupplierPostCode Business > Suppliers > (select a supplier) > Postal/Zip Code X SupplierCountry Business > Suppliers > (select a supplier) > Country X SupplierAddressText
The Address, City, Region, Post Code and Country fields formatted as per standard formatting.
X SupplierPostalAddress Business > Suppliers > (select a supplier) > Addresses > Postal Address 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
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Quote
In , optional tasks/costs on a quote are now included inline, rather than in a separate options section. This means that merge fields relating to quote options (highlighted in the following table) may no longer work as expected. For details of new merge fields to handle tasks/costs that are flagged as optional, see Option Table below.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice QuoteType Quote or Estimate X QuoteDate X QuoteValidDate X QuoteNumber X X
QuoteJobNumber X QuoteName X QuoteDescription X Salesperson 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
Merge fields in a specific table
When setting up a custom print template, you can use the TableStart and TableEnd merge fields to tell which data table to retrieve a specific data item from. This feature is especially useful when you need to display multiple instances of specific data items, such as multiple tasks in a job or multiple to-do items in a task.
For example, when the template processor encounters the <<TableStart:Job>> merge field, data items in the Job table (including Name, Description, Number) can be retrieved and displayed in the template. Data fields in the Job table remain available until the template processor encounters a <<TableEnd:Job>> merge field. If a <TableStart:Task>>...<<TableEnd:Task>> merge field pair is encountered before the <<TableEnd:Job>>, data for each task in the selected job can be retrieved.
Each TableStart must have a matching TableEnd, so take care NOT to delete the TableStart or TableEnd merge fields in any of the templates.
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Phases (Folder Table)
In folders have been renamed to phases in the user interface. However, the term folder is still used for naming merge fields and merge field tables.
The Folder merge table is available only for quotes and invoices. It can contain two child tables: Tasks and Costs.
Any tasks or costs that are assigned to a phase will be listed in the Folder table, if the Cost/Task merge table is included in that Folder table as another merge field.
When the Folder table is used, the TableStart:Folder and TableEnd:Folder merge fields must be within the same section or table.
The merge fields flagged with an X in the following table can be used between the <<TableStart:Folder>> and <<TableEnd:Folder>> merge fields in the templates shown.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice FolderName X X FolderDescription X X FolderAmount The total value of all task and cost items in the folder, excluding tax. Use the Amount merge field to display the value of each task and cost item. X X FolderAmountTax Tax payable on FolderAmount.
X X FolderAmountTotal FolderAmount + FolderAmountTax
X X FolderQuotedAmount The total quoted value of all task and cost items in the folder, excluding tax
X FolderQuotedAmountTax Tax payable on the FolderQuotedAmount
X FolderQuotedAmountTotal FolderQuotedAmount + FolderQuotedAmountTax
X FolderPrevAmount The total previously invoiced value of all task and cost items in the folder, excluding tax
X FolderPrevAmountTax Tax payable on FolderPrevAmount
X FolderPrevAmountTotal FolderPrevAmount + FolderPrevAmountTax
X FolderTotalClaimedAmount FolderAmount + FolderPrevAmount
X FolderTotalClaimedAmountTax Tax payable on FolderTotalClaimedAmount
X FolderTotalClaimedAmountTotal FolderTotalClaimedAmount + FolderTotalClaimedAmountTax
X FolderTotalUnclaimedAmount FolderQuotedAmount - FolderTotalClaimedAmount
X FolderTotalUnclaimedAmountTax Tax on FolderTotalUnclaimedAmount
X FolderTotalUnclaimedAmountTotal FolderTotalUnclaimedAmount + FolderTotalUnclaimedAmountTax
X
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Task Table
The merge fields flagged with an X in the following table can be used between the <<TableStart:Task>> and <<TableEnd:Task>> merge fields in the templates shown.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Description Comprises 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 2:45 for example. X X TimeDecimal 2.75 for example. X X Rate X X Amount The value of each task item, excluding tax X X AmountTax Tax payable on Amount X X AmountTotal Amount + AmountTax X X Days X X X DailyRate The DailyRate for the task is calculated as the billable rate multiplied by 8 hours. X X FolderName X TaxRate1 X TaxRate2 X EstimatedTime X ActualTime X RemainingTime X StartDate X DueDate X Staff X Completed X DateCompleted X CompletedBy X Quoted amount QuotedAmount Total quoted amount for tasks X QuotedAmountTax X QuotedAmountTotal X Previously invoiced amount PrevAmount
Total previously invoiced amount for tasks X PrevAmountTax
X PrevAmountTotal X Total claimed amount TotalClaimedAmount Total Amount + PrevAmount X TotalClaimedAmountTax X TotalClaimedAmountTotal X Total unclaimed amount TotalUnclaimedAmount Total QuotedAmount - TotalClaimedAmount X TotalUnclaimedAmountTax X TotalUnclaimedAmountTotal X
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Cost Table
The merge fields flagged with an X in the following table can be used between the <<TableStart:Cost>> and <<TableEnd:Cost>> merge fields in the templates shown.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Description X X X X Code X X X X Note X X X X Quantity X X X X Rate The Rate is the unit price for the cost item X X X Amount The value of each cost item, excluding tax X X X X AmountTax Tax payable on Amount X X X AmountTotal Amount + AmountTax X X X FolderName X TaxRate1 X TaxRate2 X Date X Folder X UnitCost X UnitPrice X Cost X Supplier X X Quoted amount QuotedAmount Total quoted amount for costs X QuotedAmountTax X QuotedAmountTotal X Previously invoiced amount PrevAmount
Total previously invoiced amount for costs X PrevAmountTax
X PrevAmountTotal X Total claimed amount TotalClaimedAmount Total Amount + PrevAmount X TotalClaimedAmountTax X TotalClaimedAmountTotal X Total unclaimed amount TotalUnclaimedAmount Total QuotedAmount - TotalClaimedAmount X TotalUnclaimedAmountTax X TotalUnclaimedAmountTotal X
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Option Table
In , optional tasks/costs on a quote are now included inline, rather than in a separate options section. The merge fields below have been added to handle tasks/costs that are flagged as optional.
The merge fields flagged with an X in the following table can be used between the <<TableStart:Option>> and <<TableEnd:Option>> merge fields in the templates shown.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Description X Code X Note X Quantity X Rate X Amount X AmountTax X AmountTotal X
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Job Table (invoice only)
The merge fields flagged with an X in the following table can be used between the <<TableStart:Job>> and <<TableEnd:Job>> merge fields in the templates shown.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Name X Description X Number X ClientOrderNumber X SubTotal X TaskSubTotal X TaskTotalTime X TaskTotalTimeHourMinute X TaskTotalTimeDecimal X CostSubTotal X QuoteNumber X QuotedSubTotal X QuotedTaxTotal X QuotedTotal X Manager X
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Time Table (invoice only)
The merge fields flagged with an X in the following table can be used between the <<TableStart:Time>> and <<TableEnd:Time>> merge fields in the templates shown.
Timesheet display mode Merge Field Name Further details 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 2:45 for example. X X X TimeDecimal 2.75 for example. X X X Rate X X X Amount X X X
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Milestone Table
The merge fields flagged with an X in the following table can be used between the <<TableStart:Milestone>> and <<TableEnd:Milestone>> merge fields in the templates shown.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Date X Name X Phase X Completed X DateCompleted X CompletedBy X
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Note Table
The merge fields flagged with an X in the following table can be used between the <<TableStart:Note>> and <<TableEnd:Note>> merge fields in the templates shown.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Date X Title X Note X Phase X CreatedBy X
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Task Todo Table
The merge fields flagged with an X in the following table can be used between the <<TableStart:Todo>> and <<TableEnd:Todo>> merge fields in the templates shown.
Template Merge Field Name Further Details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Name X Completed X DateCompleted X CompletedBy X
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Invoice Table (statements only)
The merge fields flagged with an X in the following table can be used between the <<TableStart:Invoice>> and <<TableEnd:Invoice>> merge fields in the templates shown.
Template Merge Field Name Further Details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Date X Number X Description X Subtotal X TaxTotal X Total X AmountPaid X AmountDue X JobName X JobSummary X JobOrderNumber X DueDate X
Custom fields
Custom fieldsYou can use custom fields to extend the range of standard data fields in the database. These custom fields can then be used in custom reports - ensuring that you get maximum value from your reports. Custom fields can be added to any of the following data tables: Clients, Contacts, Jobs, Job Costs, Tasks, Leads, Suppliers and Timesheets. can be used in custom print templates, but the number of merge fields is limited.
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Custom fields
The following table shows which custom fields can be used to create merge fields in specific print templates.
<fieldname> is the name of the custom field. For example, a job custom field called Product Type would have a merge field text of JobCustom Product Type. The JobCustom merge field can be used only in the Job Brief template.
The <fieldname> must match the custom field definition exactly. If the custom field Name is Product Type (with a space a capital letters), then ProductType (without the space) or Product type (with lowercase "t") will not work. To avoid problems, copy/paste the field Name from the
Template Data Table Merge Field Text QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Job JobCustom <fieldname> X Quote Custom <fieldname> X Job Task Custom <fieldname> X Job Cost Custom <fieldname> X Client ClientCustom <fieldname> X X X X Contact ContactCustom <fieldname> X X X Supplier SupplierCustom <fieldname> X