Create and edit invoice and billing templatesLast updated on 10/03/2022

• Recurring service types use invoice templates to generate invoices for recurring service events included with a membership.

• Billing templates are a type of invoice template used to generate invoices for periodic billing of memberships. Note: Billing invoice templates will not have the Materials section. If you’re creating a billing invoice template through this process, do not add any materials.

• After a customer purchases a membership, you can customize invoice templates in the customer membership and recurring service records.

• You cannot add equipment items to invoice templates.

• For deferred revenue memberships, make sure the tasks on billing templates are configured in your pricebook so that:

  • They're tied to a liability GL account in the Details tab of the pricebook item

  • They do not sell or renew a membership in the Workflow tab of the pricebook item

When creating an invoice template, it is important to add a pricebook service item to the template. To create an invoice template:

1. Go to the navigation bar and click Settings .

2. From the side panel, click Invoicing > Invoice Templates. The Invoice Templates screen displays a table listing your invoice templates and includes the following columns: 

   1. Total—Subtotal of the invoice template

   2. Usage—Number of recurring service types or membership types using the invoice template

   3. Active—Shows whether the invoice template is active or not

   4. Actions—Edit an invoice template

3. On the Invoice Templates screen, click Add.

   The Create Invoice Template screen opens.

4. In the Template Name field, enter a name. Tip: Use a name to easily identify if the invoice template is used for billing or for recurring services.

5. In the Services section, click +Add Service.

6. Select a service to add to your template. Enter the first few letters of your pricebook item code to search for a service. Select the item from the dropdown. Note: If you do not see your pricebook item, you can create a new task. See step 9 for instructions.

7. (Optional) Edit the Description, Unit Price, and Quantity as needed. Note:These fields are prepopulated by what's in your pricebook. Edits made to the Description, Unit Price, and Quantity fields of the invoice template appear on the customer invoice and do not affect the pricebook item.

8. If you don’t see your pricebook item, you can create a new task by clicking Create New Task.

   The Create New Task window opens.

9. Enter your task details. See Create a new sale or renewal task for details. 

10. (Optional) In the Materials section, click Add Material. Note: If you don’t need to add materials, skip to step 15.

    The Add Material pop-up window opens.

11. (Optional) Select a material to add to your template. Enter the first few letters of your pricebook item code to search for a service. Select the item from the dropdown.

12. (Optional) Select Chargeable and edit the Unit Price. Note: To charge the customer for materials used, select Chargeable. For example, if you are delivering salt for a water treatment job, you can charge the customer for the salt.

13. (Optional) Edit the Description, Unit Cost, and Quantity. Note: These fields are prepopulated by what's in your pricebook. Edits made to the Description, Unit Cost, and Quantity fields of the invoice template do not affect the pricebook item.

14. Click Create.

Billing invoice templates are a type of invoice template used to generate invoices for periodic billing of memberships. They can be added when creating or editing Membership Types.

To create a billing invoice template:

1. Follow the Membership Type guided workflow to create or edit a membership type. 

2. In the Billing section under Billing Template, select the dropdown and then click Create Billing Template.

   The Create Billing Invoice Template page opens. 

3. Click Add Service to add a service to your template. Enter the first few letters of your pricebook item code to search for a service. Select the item from the dropdown. Note: If you do not see your pricebook item, you can create a new task.

4. (Optional) Edit the Description, Unit Price, and Quantity as needed. Note:These fields are prepopulated by what's in your pricebook. Edits made to the Description, Unit Price, and Quantity fields of the invoice template appear on the customer invoice and do not affect the pricebook item.

5. When you’re done, click Add to Membership Type. 

If you don’t see your pricebook item, you can create a new task.

1. Click Create New Task.

   The Create New Task window opens.

2. Enter your task details. See Create a new sale or renewal task for details. 

3. When you’re done, click Add to Membership Type. 

When editing a template you can edit the services and materials on your invoice template. You can also deactivate a template.

1. Go to the navigation bar and click Settings .

2. From the side panel, click Invoicing > Invoice Templates.

3. Click Edit for the invoice template you want to edit. Note: To deactivate an invoice template, select the template and click Deactivate.

4. Make your edits as needed.

5. When you're finished, click Save Changes.

• Visit ServiceTitan Academy and enroll in Setting Up Memberships

• See Edit membership types