With Studio Manager's Templates feature, it is easy to create custom templates to streamline your workflow. Templates can be applied to future documents, so they are a great way to get a head-start. In this article, we will go over the ways that you can create an invoice template, and also how to customize it with items, payment methods, and due dates.
If you are looking to create a contract template instead, click here.
On this page:
- Creating an Invoice Template
- Customizing an Invoice Template
- Applying an Invoice Template to a new Invoice
Creating an Invoice Template
There are two ways that you can create an invoice template: from scratch within the Templates page, or from a draft invoice.
Creating an Invoice Template from the Templates page
To create a brand new invoice template from scratch, go to Studio Manager Dashboard > Templates. Then, click New Template > Invoice.
You will be taken to a blank draft invoice template that you can begin editing right away!
Creating an Invoice Template from a Draft Invoice
If you have a draft invoice that you want to use as a template, you can also create a template based off of it!
To do this, click into the draft invoice from your Invoices page. Then, in the top right hand corner, click Actions > Create template.
You will be taken to a new draft invoice template based off of the specific invoice, which you can edit further as needed!
Customizing an Invoice Template
With an invoice template, you can easily add template items, pre-written notes, and also enable specific payment methods, schedules, and reminders.
To customize the title of your invoice template, simply click directly onto the title in the top-left hand corner and edit it.
The Template Items area allows you to create an item (e.g. the name of a package your client is purchasing). You can include multiple items in the invoice template by using the + Add Item option.
When there are multiple items on the invoice template, you can hover over an item and select the arrow icon to change the order (move it up or down the invoice) or click the trash icon to delete it.
Once an item is added, you can then manually adjust the QTY (quantity) and Price for each item on an individual basis.
Discount and Taxes
You can apply a specific discount via the Add discount option, as well as add any applicable tax requirements (i.e. sales tax, GST, VAT, etc.) via the Add tax option.
For more information on adding discounts and taxes to your invoice template, see our "Adding Discounts and Tax to your Invoices" article here.
Under Notes, you can add a personalized message or additional instructions related to the invoice template you are creating.
In the Due Date area, you can select a specific due date for the payment. By default, the payment will be due within 30 days of the actual invoice being sent.
To change the due date, click the Payment Due field, where you can then choose one of our timeline options (i.e. On receipt, Within 7 days, Within 14 days, etc.) from the right-hand side.
If you'd like to use our payment scheduling feature to collect deposits or installments, toggle the Payment Schedule option On.
When toggled On, you will automatically see the scheduling window appear with the invoice amount split into two different payment installments with 50% of the total being owed on each Due Date.
From here you can edit the Amount and Due Date, as well as use the +Add another payment to create additional installments.
For more information on payment schedules, see our "Setting up Payment Schedules" article here.
The Advanced Options section consists of four options: Accepted Payment Methods, Currency, Payment Reminders, and Allow Tip.
Accepted Payment Methods
The Accepted Payment Methods option allows you to determine how your clients can pay for invoices created through your invoice template.
By default, all of the Payment Methods that you have set up within your Studio Manager Settings will be enabled. For any payment methods that you don't wish to accept, simply uncheck the box to the left of the applicable method.
By default, your invoice template's items will be priced in your default currency for Studio Manager. If you'd like the invoices created through your template to be under a different currency, simply select it from the Currency dropdown menu.
With Payment Reminders, you can easily set up email reminders for your established payment due date(s). You can select from 7 days before, On due date, 3 days after, 7 days after, or 14 days after.
As an example, if you check On due date, your client will automatically receive a reminder email the day that their installment is due, if they have not yet paid yet.
With the Add Tip option, you can allow clients to leave a tip when paying for their invoice! To do this, toggle the Allow Tip button to On.
If Add Tip is enabled for an invoice, your client will see a Would you like to add tip? section when paying, where they have the options of No tip, 5%, 10%, 15%, or Custom. The tip amount is automatically calculated and displayed under each percentage option so your client will always know exactly how much they will be tipping if they choose an option!
Additional Design Options
To edit the overall design of your invoice template, click the Edit Design button located in the upper right-hand corner. Here, you can select a cover image to appear at the top of this invoice template.
Note: You can always edit the cover image for your invoice to match a specific client after applying the template to an invoice.
To access additional design settings, such as assigning a default Cover Image, Color Theme, and Font Theme, go to your Studio Manager Dashboard > Settings > Branding. You can also check out our "Customizing your Branding for Studio Manager" guide here!
Applying an Invoice Template to a new Invoice
Once you have created your invoice template, you can easily apply it to new invoice!
If you are on your Invoices page, you can click New Invoice in the top right hand corner. After you select a client for your invoice, you will be asked if you'd like to start with a blank invoice or one of your existing templates.
If you are starting from your Templates page instead, you can click into your template and select Action > Use this template. You will be asked to select a client to create a new invoice for, using your template.