With standard document templates you can now choose what amount of information you would like to present to your customers when you share a particular invoice with them via an exported PDF or a web link (referred to as the public web view in Loc8).

This option empowers you to tailor the document just the way you would like.

Together with the ability to establish your branding and image through Global Styling that goes hand-in-hand in document presentation, you have a greater influence, credibility and professionalism through the exported documents.

Based on the config options enabled on this page, the content of the exported invoices will be extracted from the invoice inspector and presented with only the relevant information.

Throughout the document, you will be guided on how each of the config buttons directly map with the fields from the invoice inspector and other associated entities so that you're aware of what exactly goes in the document output when a particular config button is enabled.

To give you an idea of what we will achieve by the end of this discussion, see the example below that shows how enabling the Financial section can change the way you present content in the exported PDF and web link view.

The charges and quantity per line items are presented on the exported PDFs and web link view as follows:

Whereas, if the Show line item units is turned off, the unit charges and quantity are hidden from view, showing only the total charges in the exported document:

The config options in the Document Template are designed to have a direct relationship with the invoices details available in the Invoice inspector. Just enable the required buttons to present the corresponding invoice details on the exported documents.

You can access the Document templates for each entity from either their dedicated workspaces or from the main menu panel on the left.

This is how you can access Document Template for invoices from the Invoices workspace:

Go to Invoices -> Settings.

Under Invoices settings, select Document Templates from the menu panel.

The TEMPLATES page with the Standard document template for Invoices will open up.

Alternatively, you can also access the Document Template from the main menu panel.

Choose the Settings icon -> Admin settings -> Document templates and select the Templates tab.

In the TEMPLATES tab page, select Invoice from the dropdown list.

Next, let's see the config options under the different sections available to you for customising the content of your exported invoices documents:

This section gives a high-level information about the invoices. You will find the invoice details at the top right corner on the header of the exported document.

As and when you enable the relevant controls, the corresponding invoice details are read from the invoice inspector and displayed here.

When turned on - You can choose to display the invoice type for the current invoice.

By default, the term set for display is "Invoice". You may enter "Receipt", "Bill" or any other term that is used for invoicing in your business.

In the example below, let's enter "Receipt" and see how the label reflects on the exported document.

Here's the exported document with the custom label "Receipt":

When turned off - the exported documents will show the default label "Invoice" against the invoice ID.

When turned on - The value of the Reference field in the invoice inspector is displayed in the header of the exported documents.

If the tasks are specific to some assets or sites in your Loc8 system, this config option will pick up the reference values of those assets and sites and display the reference values as an additional information within those line items.

Similarly, the descriptions available in your Loc8 system for the on-site and travel times are also displayed as references.

The reference is shown in the exported PDF and the web view as follows:

When turned off - the reference will be excluded from the exported documents.

When turned on - The description on the invoice is displayed at the centre of the document.

The description is shown in the exported PDF and the web view as follows:

When turned off - the description block will be excluded from the exported documents.

By default, the Show Description option is turned OFF.

When turned on - The content that is available in Invoice settings -> Preferences -> Terms and conditions section is displayed at the bottom of the invoiced items.

The description is shown in the exported PDF and the web view as follows:

When turned off - The Terms and conditions will be excluded from the exported documents.

This section gives you the flexibility to share financial details at a level where you can showcase all the charges per unit per line item to a level where no financial break-ups are shown except a total estimated charge to your customers.

Let's see how enabling the options one at a time will change the way you present the line items in an invoice:

When enabled, only the quantity for each line item is displayed.

The units are shown in the exported PDF and the web view under the Quantity column as follows:

The quantity for each item is displayed from the values mentioned in the respective Invoice inspector -> Items tab -> Qty column.

By default, the Show line item unit charges is turned OFF.

Since the line item charges are related to the line item units, you will only be able to enable this option if you have already enabled the option Show line item units.

The exported PDF and web view will be displayed as follows:

The charges for each item is displayed from the values mentioned in the respective Invoice inspector -> Items tab -> Qty column.

When enabled, the total charges (quantity x unit charge) for each line item is displayed.

The exported PDF and web view will be displayed as follows:

The total charges for each item are displayed from the values mentioned in the respective Invoice inspector -> Items tab -> Charge column.

When enabled, the the tax component will be included in the summary of charges.

The tax component is applied from the tax as specified in Admin settings -> Company menu item -> Financial section -> View tax types.

The exported PDF and web view will be displayed as follows:

This section allows you to provide additional details of the associated job from which the invoice was created.

The exported PDF and web view will be displayed as follows: