Invoice Templates and Quote Templates Explained

Create and Edit Word Invoice and Quote Templates

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Amphis Customer CRM Software generates Quotes and Invoices as well as Customer Letters, Reminders, Job Sheets etc as Word documents. There is a Word Document Template for each type of document.

Amphis Customer supports Multiple Quote and Invoice Templates and 3 styles of templates are supplied, "original", "blue" and "formal".

The Templates are just Word .doc documents. You can easily Edit the Word Templates to change the wording and layout of documents produced. Just select Tools->Maintain Templates to get to the list of templates you can edit.

Invoice Template

On the Maintain Templates form, you can select the document type you would like to edit.

For example, if you want to create a Freeform Quote, select Quote - Freeform. If you want to to create an Itemized Invoice, select Invoice - Itemized.

You'll see a list of the existing templates and you can either edit these or create your own.

Itemized or Freeform Quotes and Invoices

All Quotes and Invoices in Amphis Customer are either Freeform or Itemized. Freeform means you can type one or more paragraphs and assign a price to each paragraph. Itemized means you can select one or more Items you have added in Tools->Maintain Products/Services and you can select a quantity for each.

So if you sell a fixed set of products or services, you could add these products or services to the database and create your Quotes and Invoices by selecting Items from the list. Whereas if each Quote or Invoice is different you can enter some free text paragraphs to describe each Quote or Invoice and assign a price to each paragraph.

Special Tags

There are special tags eg <!customerid!> which are replaced with the specific customer details when a document is created, and there are free text areas which you can customize as you please.

For a list of the special tags that can be used, see CRM Template Tags

Special Tables

Quote and Invoice Templates contain special Word tables which must not be deleted. These are replaced with the free text paragraphs you enter or the items you select from the database as well as the taxes and totals which are automatically created for you.

For more information on editing templates, see Editing Templates

Where To Start ?

So where do you start if you want to use your template design in Amphis Customer ?

First decide if you want to use Freeform Quotes and Invoices or Itemized Quotes and Invoices. Or perhaps you want both.

We recommend that you DON'T start with your template design and try to add in the required Word tables and tags in order for it to work. That can lead to problems with the required Word tables not being set up correctly.

Instead we recommend you start with the default templates provided with Amphis Customer. These already have the Word tables set up correctly.

Choose a template which is closest to the design you want. Try using that existing template and entering the information you need such as free text paragraphs or selecting items from the database.

Then gradually edit the template to change the wording and add your logos and header and footer etc. Test the template as you make the changes to check that it still works as you customize it.

Be careful of deleting the special Word tables and be careful of using Text Boxes - see Editing Templates

Edit Invoice Template

This 60 second CRM Software video shows how to Edit an Invoice Template. This video features UK Pounds Sterling, UK date format and UK address format but the software supports any currency, date format and address format.

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More Information

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