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How to create an Invoice Layout

Introduction

The Invoice layouts determine how the invoice will look like when it is generated as a PDF. Effectively it is what the customer will see when they receive the invoice.

Step-by-Step Guide

 

Step 1: Log into the OutSmart BackOffice account.

Step 2: Click on the invoices option in the side menu.

Step 3: Click on the three cogwheels icon in the top right corner.

Step 4: This will open the Invoice layout and schemes overview.

Step 5: Click on add in the Layout section.

Step 6: This will open a new layout. Start by giving the layout a name. We advice to give it the same name as the scheme it will be attached to.

Step 7: Determine if attachments need to be added to the PDF. These are set in the invoice itself. Attachments are always send but as a separate option.

Be aware! If the PDF file gets to big because there are many attachments we do not recommend this option. Problems with generating the PDF can occur as well as emails that can not be received by the customer. We advice to keep the attachments below 10 MB when using this option.

Step 8: Determine if the work order PDF also needs to be added to the invoice PDF.

Step 9: The invoice layout shows the default layout of an invoice PDF. Parameters are already set to show information available in the OutSmart Software. There are more parameters available through the Add parameter option.

Step 10: In the Columns option a default has been set. More columns can be added to the layout by simply activating the desired option.

Step 11: Notes can be made when adding a material to an invoice. By selecting the option Show note as line these notes will be set as a separate line in the invoice.

Step 12: A Header and/or Footer can be added.

Step 13: Click on Save in the top right corner to create the new layout.

A fully custom invoice layout can be created. This is done through the source code option. This can only be done by somebody who understands HTML. OutSmart can make an invoice for you. This can be requested through the Service department who will ask Sales to send a quotation.