This article outlines how to edit and customize an invoice template. You can use the default invoice template as a starting point. Download the default invoice template in Billing Setup’s Invoice Template section: Main Menu > Advanced > Billing Setup > Invoices > Invoice Template.
Edit the Document
You can make edits directly to the document to alter the colors or theming. For example, you could change the color of the header bars, change the font, or add your company’s logo. All these changes can be made just as you normally edit a Microsoft Word document.
Any text that appears in double angle brackets (or in curly brackets, if the MergeField view is toggled on) is MergeField-formatted. These pieces are referencing data in Filevine and cannot be edited directly. Altering the text in the brackets, or adding a new field in double angle brackets, will not alter the MergeField formatting. To alter the Mergefield formatting, follow the steps in the following section.
As you adjust the document formatting, note that all MergeFields are referencing data, so the actual text in a populated invoice may be either shorter or longer than the MergeField text. This may affect the layout of the populated invoice.
Add Your Logo
The default invoice template has a holding space for company logos in the top left corner.
Click on the “Company Logo” text and delete it. Then, add your logo by clicking Insert > Pictures in the header ribbon.
Select a high quality image from your files and click Insert.
Edit MergeFields
If you’d like to make any adjustments to MergeFields in the template, keep in mind:
- you’ll need to toggle on the MergeField view and then make adjustments to the MergeFields themselves.
- the MergeField must be added between the boundaries of a “start” and “end” MergeField
- the MergeField must be added by inserting a MergeField; it cannot be added by typing out the formatting
Turn on the MergeField View
To toggle on the MergeField formatting view, press Alt+F9 (for PCs) or FN+Option+F9 (for Mac). Instead of double angle brackets, you can now view the MergeField formatting.
Check the Boundaries
If you’d like to add a MergeField, like the project name, to the template, keep in mind:
MergeFields must be within the boundaries of a start and end MergeField. These MergeFields are already added in the template for you. If you are adding MergeFields, they must be within these boundaries.
For example, on the first page of the template, you can see start and end MergeFields for Invoice, and a new start MergeField for Project Time (the end field for this is on the second page of the template). A MergeField added after the end MergeField for Invoice and before the start MergeField for Project Time—outlined below in red—will not work.
Add a MergeField
In Filevine, in the Edit the Template step in the Invoice Template tab, click Available Merge Fields to view a list of the fields you can insert.
In the list, find the field you’d like to add. For example, if you want to add the project name, find the Project section and click the copy icon next to the project name field.
Next, in the downloaded template, click where you’d like to add the field, and then add a MergeField. The steps for how to add a MergeField may differ based on your device and whether you are using Microsoft Word in desktop or online.
Click Insert in the header ribbon. In the Text section, click Insert Field. Alternatively, click Quick Parts > Field.
Both of these methods open a modal, though the modal may look different depending on device. In the modal, select MergeField as the field name. After the text MERGEFIELD, paste the copied MergeField name. In this instance, the MergeField name for the project name is simply “name.”
Click OK and the MergeField should be entered in the template document.
For more complex MergeField editing, read Word Templates.
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