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PDF Invoice Overview

Updated

Overview

This tutorial explains how to customize the look and feel and wording for the PDF Invoice

Table of Content

  • How to Enable the PDF Invoice As The Default

  • How to Open The Invoice Look and Feel Settings window

  • How to Add Payment Instructions

  • How to Show the Items in a Package on the Printed Invoice

  • Breakdown of the Overall Invoice Fields

  • Breakdown of the Ordered Items fields

  • Breakdown of the Terms of Agreement tab

  • How to Open the Customize Invoice Wording Window

  • How to Quickly Switch The Invoice Wording To A New Language

  • How to Manually Customize The Invoice Wording

  • How to Manually Customize The Ordered Items Wording

  • How to Revert Back to the Default Language

  • How to Change the Date Format on Printed Invoices

How to Enable the PDF Invoice As The Default

  1. Click the Settings component 
  2. Click the Manage StudioCloud Settings button under the Settings tab
  3. Click the Print/Email Using the PDF Invoice radio button 
    1. enable_pdf_invoice.jpg

How to Open The Invoice Look and Feel Settings window

  1. Click on the Point of Sale component 
  2. Click on the Settings tab 
  3. Click the Customize Look & Feel button 
    1. customize_pdf_invoice.jpg

How to Add Payment Instructions

Some businesses have very specific payment needs including bank transfer, PayPal, and others.  You can use the Additional Information field to include payment instructions on the bottom of the invoice.  

  1. Click on the Additional Information tab
  2. Add the payment details to the "Additional Information" box.
    1. additional_information.jpg

How to Show the Items in a Package on the Printed Invoice

  • Click on the Customize Ordered Items tab
  • Click the Show Items In Package checkbox 
    • show_items_in_package.jpg

Breakdown of the Overall Invoice Fields

  • General
  • Header Color
    • Change the color of the headings
  • Table Color #1
    • Change the color of the headings or the alternating colors of the tables.
  • Table Color #2
    • Change the color of the headings or the alternating colors of the tables.
  • Header Font Size
    • Change the font size of the headers
  • Body Font size
    • Change the font size of the body text
  • Page Orientation
    • Select if you want the pdf invoice to be in portrait or landscape orientation
  • Display Payments Due
    • Show the payments due on the printed invoice
  • Invoice Information
  • Invoice #
    • Show the invoice number
  • Invoice Date
    • Show the invoice date
  • Invoice Info Notes
    • Show the invoice info notes
  • Job #
    • Show the job #
  • Event Information
  • Event Date
    • Show the event date
  • Event Address
    • Show the event address
  • Event #
    • Show the event number
  • Event Start Date & Time
    • Show the event start date and time
  • Event End Date & Time
    • Show the event end date and time
  • Display Tax Summary For Multiple Taxes
      • Show a tax summary of all of the taxes for an invoice on the printed invoice. This option would only be used if you have more then one tax rate per invoice.
  • Business Information
  • Name
    • Show your business name
  • Tax ID Number
    • Show your tax ID number
  • Address
    • Show your business address
  • Phone
    • Show your business phone number
  • Email
    • Show your business email address
  • Client Information
  • Business Name
    • Show the customers business name
  • Name
    • Show the first and last name of the customer
  • Address
    • Show the customers address 
  • Home, Work, and Cell Phone
    • Show the phone numbers
  • Email
    • Show the customers email address
  •  

Breakdown of the Ordered Items fields

The Product Layout tab allows you to customize how the table that displays product information is displayed.  Below is a description of the options on this tab.

  • Show Package Details
    • If this is checked then not only will the package be included but all of the individual products in the package will be displayed as well.  If it is unchecked then only the package will be displayed as a line item in the printed invoice.
  • Alignment Drop-Down Box
    • The default alignment for the products table is to align the information in the center.  However, as of version 3.1.130 you can customize the alignment to the left or right.  Please note, the column headings will be aligned using the same setting as well.
  • Column Size Drop-Down Box
    • This drop down box  allows you to choose whether you want the columns to be automatically sized by StudioCloud or manually sized by you. There are two options for the manual sizing which are described below.  Please note, using the manual with will require you to enter the size and then view an invoice to make sure it looks the way you want.  You may have to adjust the widths a few times.
      • Fill Width - This means that StudioCloud will try to use the sizes that you provided but it will fill the total size of the page
      • Fixed Width - This means that StudioCloud will strictly use the sizes you specify which means that the products table may fall a little short
  • Finally there is a list of checkboxes which allow you to determine which columns are displayed in the table.
    • If you are using the manual sizing then you will also be able to edit the width of each column

Breakdown of the Terms of Agreement tab

  • Additional Information
    • This box is to include any text that you want to appear on every invoice or estimate which may include details such as payment information, legal information,  terms of use, terms of agreement, Australian Business Number, Australian Company Number, or VAT number.  This information will appear at the bottom of the invoice.
  • Include Signature
    • This option adds a signature line to the bottom of the invoice for the customer to sign to agree to the items in the additional information box

 

How to Open the Customize Invoice Wording Window

  1. Go to the Point of Sale component
  2. Select the Settings tab
  3. Click the Customize Wording button 
    1. customize_wording.jpg

How to Quickly Switch The Invoice Wording To A New Language

Some translations have already been included for invoices in StudioCloud including English, German, Spanish, French, Portuguese, Romanian, and Hebrew. However, if you find that the translations that have been provided in StudioCloud do not fit your needs please follow the steps below to provide your own translation for your invoices and estimates.

  1. Open the Customize Invoice Wording window using the instructions above
  2. Select the desired language from the Default Language Combo box

How to Manually Customize The Invoice Wording

  1. Open the Customize Invoice Wording window using the instructions above
  2. Type in the desired wording for the printed invoice

How to Manually Customize The Ordered Items Wording

  1. Open the Customize Invoice Wording window using the instructions above
  2. Click on the Invoice Products Wording tab
  3. Type in the desired wording for the ordered items headers

How to Revert Back to the Default Language

  1. Open the Customize Invoice Wording window using the instructions above
  2. Select the desired language from the Default Language Combo box
    1. If the desired language is already selected then click any other language and then select the desired language

How to Change the Date Format on Printed Invoices

  1. Open the Customize Invoice Wording window using the instructions above
  2. Select the desired Date Format from the Date Format Header