FAQ - How can I edit my invoice template?

If you have Xero or QuickBooks Online integration enabled, we don’t have direct control over invoice templates within SortScape. You need to edit the invoice layout and set payment instructions in Xero or QuickBooks Online, not on SortScape’s Invoices settings page.

These settings change the invoice PDF and online invoice layout. They do not control the email or text sent with the invoice.

To include the next visit date in that email or text, add next_job_date to the invoice message template. See Showing the next visit on an invoice message.

Xero

If you have Xero integration enabled, you can select which Xero Branding Theme to use when creating Xero invoices from SortScape. To do this, open Settings → Integrations → Xero and change Default branding theme. (You need to be connected to Xero to change this.)

You will not see Show item names on line items in Settings. To change the description that fills in when you pick an item, edit the item in Xero, then sync. See Editing items (name, price, and sales description).

QuickBooks Online

There is no SortScape setting to choose a QuickBooks invoice template. QuickBooks invoices always have an item column and a description column, so SortScape sends both. You will not see Show item names on line items in Settings, and you cannot hide the item name on a QuickBooks invoice.

To change the description that fills in when you pick an item, edit the product description in QuickBooks (not the name), then sync. If that description is blank or matches the name, the invoice repeats the name in both columns. See Editing items (name, price, and sales description).

If payment instructions are missing on SortScape-created invoices, see Why don’t payment instructions appear on QuickBooks invoices created from SortScape?.

SortScape built-in invoicing

The following only applies to SortScape’s built-in invoicing. It does not apply if you are connected to Xero or QuickBooks Online.

Open Settings → Invoicing → Invoices (you need to be an administrator), then click Edit.

Company details

Use Company details for text that should identify your business on every invoice, such as your address, ABN, or WorkCover number. This text appears with your company name in the From block on the invoice (PDF and online invoice), not at the bottom.

The same Company details field is also used on quotes. Changing it here updates quotes as well.

Show item names on line items

This only applies to SortScape built-in invoicing. If you are connected to QuickBooks Online or Xero, the Invoices settings page and this toggle are not shown. QuickBooks invoices always show the item name and the description.

When the toggle is visible, it is on the Invoices settings page itself. You do not need to click Edit.

If it is on, customers see the item name and the item description on each invoice line. If it is off, they only see the description.

This is the same setting used on quotes. Changing it here updates quotes as well. You can also change it in Settings → Quotes & requests → Quotes.

Payment instructions

Use Payment instructions for bank details or any other text that should appear at the bottom of every invoice. This prints below the line items and notes on the PDF and the online invoice, and it is also included in the invoice email.

Logo and due date

Upload your logo in Settings → Company → General. Use a PNG or JPEG at least 400 pixels on the longest side. See General account settings.

Set the default invoice due date on the Invoices settings page. See Setting invoice due dates.

Full custom invoice layouts are not available for built-in invoicing. For invoice numbering limits, see Setting invoice numbers.

Getting your invoices to say “Tax invoice”

You cannot retype the heading, but you do not need to. SortScape sets it for you: the invoice PDF and the online invoice are headed Tax invoice when the invoice tax treatment is tax inclusive or tax exclusive and the invoice has GST or a GST Free line item. If you are seeing Invoice and expected Tax invoice, check the tax treatment rather than the template. See When an invoice is headed “Tax invoice” or “Invoice”.