FAQ - How can I edit my invoice template?
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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. SortScape’s Invoices settings page is hidden while either integration is connected.
These settings change the invoice PDF and online invoice layout. They do not control the email or text sent with the invoice.
The wording of each line item (for example whether employee names appear) is not part of the template. See What each line item description says.
To include the next job date in that email or text, add next_job_date to the invoice message template. See Showing the next job on an invoice message.
Your bank details and payment terms text go in a Xero branding theme. Edit the theme in Xero’s invoice settings and add them to its payment advice. Invoices that SortScape creates in Xero use that theme for the PDF and the online invoice, including the PDF attached when SortScape emails the invoice.
To choose which branding theme SortScape uses, open Settings → Integrations → Xero, click Edit next to Invoice settings and change Default branding theme. (You need to be connected to Xero to change this.) A branding theme set on the customer’s Xero contact takes priority over this default. If neither is set, Xero uses its own default theme.
When SortScape sends the invoice email or text, the message wording comes from Settings → Messaging → Invoice messages, so you can add your bank details to the message there as well.
The due date comes from your payment terms in Xero. See Setting invoice due dates.
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).
SortScape cannot hide the quantity or unit price on Xero invoices because Xero sends its own invoice PDF.
QuickBooks Online
Section titled “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.
SortScape also cannot hide the quantity or unit price on QuickBooks invoices because QuickBooks sends its own invoice PDF.
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
Section titled “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). The page groups its settings into What customers see, Creating invoices, Sending, and Tax. Each section has an Edit button that opens the invoice settings form.
What customers see
Section titled “What customers see”This section shows your company logo, company details, payment instructions, item-name setting, and Customer view defaults.
Company details
Section titled “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.
Payment instructions
Section titled “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.
Show item names on line items
Section titled “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.
Quantity and unit price
Section titled “Quantity and unit price”Under Defaults for new invoices, use Show quantity on line items and Show unit price on line items to choose what customers see. Each line’s amount and the invoice total always show. The preview underneath updates to show the current choices.
These are toggles on the settings page. You do not need to click Edit. To keep your rates private, turn off both quantity and unit price.
These defaults are copied onto new invoices. You can change an individual invoice under Customer view without changing the defaults. See Choosing what customers see on quotes and invoices.
Customer view is being turned on account by account. Contact support if you do not see these settings yet.
The notes above the payment instructions are filled in from the job (property address, job date and work done) when the invoice is created. They are not an invoice setting. To change or remove them, edit the invoice. See Notes on invoices.
The Invoices page shows your current logo under What customers see, but you change it elsewhere.
To upload your logo, open Settings → Company → General. Use a PNG or JPEG at least 400 pixels on the longest side. See General account settings.
Creating invoices
Section titled “Creating invoices”This section includes the default invoice due date and employee-time settings. See Setting invoice due dates.
Sending and tax
Section titled “Sending and tax”Sending contains automatic delivery settings, the email addresses copied on invoice and quote emails, and a link to invoice notification settings.
Tax contains the default tax treatment, default tax rate, and tax rates table.
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”
Section titled “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”.