Lay-out

How can I change the lay-out of my invoice, quote, delivery note, order note or credit note?

When you create an invoice, quote, delivery note, order note or creditnote in Billit it will have a default lay-out. You can change this lay-out or even create several templates from which you can choose. As soon as you've made several templates a dropdown menu will appear at the top when creating a new document. Click on the name of the template you want to select it.

You can set 3 different language versions per lay-out template. When you create an invoice and select a template Billit will open the version that is linked to the language set in the customer details.

You can set an invoice lay-out in the same way as the lay-out for a credit note, quote, delivery note or order note. The following explanation works for all those templates as well. You can find more info here about setting the lay-out for a cover letter (which is the email for sending a credit note, quote, delivery note or order note to your customer).

To set or change an invoice lay-out click the submenu ‘Corporate style’ in the menu ‘Settings’. Next, select the document for which you want to change the lay-out or add a template.

Changing your invoice lay-out in Billit

 

On the next screen, you'll see all available templates for this document in 3 languages. Click ‘Add’ to add a new template. You can edit the standard version as well. Click ‘Edit’ next to a template to change it.

Changing your invoice lay-out in Billit

 

You will now see the lay-out screen for the template you want to edit.

Changing your invoice lay-out in Billit

 

You can change your invoice lay-out here. The lay-out has three elements:

Your invoice lay-out has two types of text elements:

Fixed elements: these appear on every invoice. Examples of fixed elements are: the word ‘Invoice’, the sentence ‘Please pay your invoice before...’ or your company slogan. You can just type these fixed elements in your invoice lay-out and they will be included in every invoice.

Dynamic elements: these elements are different on every invoice, depending on the content. Examples of dynamic elements are: your client data, the product price, the invoice date...

The dynamic elements on your invoices are indicated by so-called keys. When you create an invoice these keys will be replaced by data. Billit retrieves this data from your company details, the customer details or the data you enter on your invoice. For example, the key $Order.OrderNumber$ will be replaced by the invoice number and the key $Order.TotalIncl$ by the total invoice amount (incl VAT). You can choose which keys you want to add to your invoice lay-out. Keep in mind that you are legally obligated to include certain information. The default lay-out always contains the keys for this info.

To add a key to your invoice first left-click in the lay-out where you want to add it and next select the key from the list on the right-hand side. To delete a key select it with your cursor and delete it with the ‘backspace’ key.

Changing your invoice lay-out in Billit

 

Aside from the fixed keys you can also make your own keys and add them to your invoices. These keys are based on the extra fields you created in your customer details. You can find more info here about creating extra fields in your customer details. As soon as you've created an extra field the corresponding key will appear in the list on the right under ‘Customers’.

Some keys also contain fixed information, such as your company address. It's still recommended to keep using keys for this information. That way you don't have to change all your templates when, for example, your company address changes. We recommend to only use fixed elements for words that never change such as the words ‘Telephone number:’ or ‘Address:’ and not the actual number or your address.

Besides the content of your invoice you can also change the form completely. The form functions are similar to those of text editors such as Word or Excel.

• You can format text elements by selecting the text and using the format functions in the bar above the lay-out editor. Just like a word processor you can put text in italics, underline it, change the color and much more.

Changing your invoice lay-out in Billit

 

• You can format tables by right-clicking the table you want to change. Next, you can add or remove rows, cells or columns. Change the entire table settings by clicking the item ‘table settings’ and a new window for that table will appear.

Changing your invoice lay-out in Billit

Changing your invoice lay-out in Billit

 

• You can format individual cells by right-clicking a cell and clicking the item ‘cell Properties’ under ‘cell’. A screen will appear where you can enter cell properties such as width, margin and color.

Changing your invoice lay-out in Billit

Changing your invoice lay-out in Billit

Changing your invoice lay-out in Billit

Besides content and form elements you can also add images to your invoice.

Logo: To add your company logo to your invoice lay-out you first need to upload it in Billit. You can do this by clicking the menu ‘Settings’ and the submenu ‘General’. In the ‘General’ section you can upload the logo by clicking the button ‘Browse’ and selecting the file from your computer. Accepted file types are .png, .jpg, .jpeg and .tif. We recommend using the following measurements for your logo: width: 400px en height: 200px.

Changing your invoice lay-out in Billit

 

Background images: you can compare a background image to stationary. The image is displayed in the background of your entire invoice sheet. You can use formats such as .png, .jpg, .jpeg, .tif and pdf. Make sure that the ratio for your background image is the same as an A4 sheet. You can set a margin in the fields ‘Margin in mm’ to push the content of your invoice upwards or downwards. That way, you can make the content of your invoice appear higher or lower and make sure the top or bottom of your image stays visible.

Changing your invoice lay-out in Billit

 

Separate images: You can also insert images in other places. Use the image button in the format bar for this.

Changing your invoice lay-out in Billit

 

After clicking this button you will have the option to enter your image url.

Changing your invoice lay-out in Billit

 

If you don't have your own server to upload images you can also add the image as an attachment to your company details. Click ‘Uploading file’ in the section ‘Attachments’ in your company details and select the image from your computer.

Changing your invoice lay-out in Billit

 

When you've added the image to your company details you can copy the image url by right-clicking the file name and selecting ‘copy link location’. Next, go back to the invoice lay-out, click the image icon and paste the image url in the pop-up window.

Changing your invoice lay-out in Billit

 

• The last type of image you can add to your invoice is a product image. You will need to add images to your products first. Here you can find more info about adding images to a product. Product images depend on the products you put on your invoice so you'll need to use a key. This works just like text elements. Click where you want the product images to appear in the invoice and then click the product image key in the list on the right. The key for product images is $Line.image$.

 

Don't forget to fill in your template name at the top and to indicate if it should become the default template. It will then load automatically when you create an invoice. You can always still choose a different one from the dropdown menu at the top.

Changing your invoice lay-out in Billit

 

After formatting your invoice lay-out you can click:

Save: Your lay-out is saved and you remain in the editor screen.

Save and go back: Your lay-out is saved and you return to the template overview.

Delete: The template is deleted.

Duplicate: A new template is created based on the lay-out you just made. This is useful when you want to have two templates with just a few minor differences. That way, you don't have to redo the entire template but you can start from the one you just made.

Example: You'll get a preview of the invoice with the template you just made. Please note: to see the preview you need to save the template first and create a new invoice. The preview will be populated with the information from this invoice. Create the invoice but don't send it yet.

Changing your invoice lay-out in Billit

 

Do you want to re-use the lay-out you made in the English version in other languages as well? You will need to copy both the source code and the code you see when you click ‘style’ and paste it in the source code and the ‘style’ field of the other language versions of your invoice. We recommend to copy both sets of code in an empty text document before opening a template in a different language. Don't forget to translate the text in the new language version.

Changing your invoice lay-out in Billit

 

 

 

 

FAQ

Q: My invoice is spread over 2 pages. What can I do about this?
A: The pdf version of your invoice is based on the info in your invoice and the template you created. The footer with the total amount and payment info is always at the bottom. It's possible that the first page of your invoice has empty lines and you have another page of empty lines until the footer. If there's not enough space for the footer on the first page it will move to the second one and the rest of the page is filled with empty order lines.

To avoid spreading the invoices over several pages we recommend to provide as much space as possible for order lines when creating a template.

A few tips to keep enough space for order lines:

1. Put your terms and conditions in a separate pdf. You can upload it under ‘General’ in the menu ‘Settings’ and the item ‘Terms and conditions’. The pdf is added to all your documents when you send them.
2. Avoid big banners or logos. They take up precious space. They're only necessary when someone asks for a visual version of an invoice, which is less and less the case in a digital context.
3. Decrease your font size (via the text editor).