Copy and customize invoice print templates

Overview

Use invoice templates in Template Manager to copy and customize invoice print templates. Invoice templates help you standardize your invoices and tailor them to meet your business requirements. Additionally, invoice templates let you maintain brand consistency on all invoices and save you time needed to design and format.

Things to know

• You should have pre-designed invoice templates loaded into your Template Manager. If you do not see any pre-designed invoice templates, contact your Customer Success Manager (CSM).

• Pre-designed invoice templates cannot be edited. Instead, you can make a copy of the pre-designed template and edit the copied version.

• You have the option to create an invoice template from scratch but we strongly recommend you copy and edit a pre-designed template.

• Invoice templates require specific components to be included in the template design. A warning message displays if your template does not include a required component.

• Selecting a template for an invoice when printing on the invoice record overrides any default template assigned to that invoice.

• You can set default invoice templates either for individual invoices or for all invoices. This helps you leverage invoice templates when bulk printing or emailing invoices, automatically sending invoices, and viewing invoices in the Customer Portal. For more, see Assign an invoice template as default.

• When a template is set as the default for a template type, it cannot be removed. To change it, create another document template and set that as the default.

Copy an existing invoice template

ServiceTitan provides several pre-designed templates already set up with basic design elements and components that are ready for printing. However, these templates are not editable.

To quickly get started on creating a template, we recommend you make a copy of a predesigned template and customize it to suit your branding and business requirements.

1. Go to the navigation bar and click Settings > Operations > Document Templates.

2. Search for the template you want to duplicate and click More > Make a copy. 

3. On the Copy template screen that opens, enter a new Template name and select the Template Type.

4. When finished, click Make a Copy. 

Edit an existing invoice template

Once you've copied a pre-designed template, you can edit the invoice template to further customize your invoices. For example, you may want to customize your invoices by business unit.

To edit an existing invoice template:

1. Go to the navigation bar and click Settings > Operations > Document Templates.

2. Find the template you want to edit and click More > Edit .

3. Edit your content as needed:        

   1. Edit the template name: Click the Edit icon next to the template name to change the template name.

   2. Edit the template details: The Template Details section lets you define the print settings of your invoice template, such as paper size, page margins, and more.

   3. Edit the template design: The Template Design section lets you add components to your invoice template. Components are placeholders that contain the elements essential to your invoice. For example, placing a Bill To component on the template means the Bill To customer appears on that area of the invoice you designated.

4. When finished, click Save and Publish. 

Preview an invoice template

Preview your documents as you edit them with the in-editor view that shows template changes in real time.

1. Go to the navigation bar and click Settings . In the side panel, click Operations > Document Templates.

2. Find the template you want to edit.

3. Click More , and then Edit .

4. Make your changes in the editor, and then click Preview to review them. You can also click Save and Preview to save your changes and download a PDF version of the document.

Assign an invoice template as default

You can assign an invoice template as a default in the following areas:

• Individual invoice record

• Template Manager

When you assign an invoice template as default, the template is automatically applied to the invoice in the following cases:

• Your customer previews or downloads the invoice in the Customer Portal.

• You automatically send an invoice to a customer

• You select (Default Template) when printing an invoice

In cases where a default template is used, the template assigned on the individual invoice record takes precedence over the default template assigned in Template Manager.

Assign an invoice template as default in an individual invoice

1. Search for and go to the invoice to which you want to assign a default template.

2. On the invoice record, click Update invoice details.

3. On the Update Invoice Details screen, select a template in the Default Print Template field.

4. When finished, click Save.

Assign an invoice template as default in Template Manager

1. Go to the navigation bar and click Settings .

2. In the side panel, click Operations > Document Templates.

3. Search for the template you want to preview and click More > Settings.

4. On the settings screen, select the Default for a type option. 

5. At the popup, click Set as Default.

6. When finished, click Save.

Assign an Invoice Template to a business unit

1. Go to the top toolbar and click Settings .

2. In the side panel, click Operations > Business Units.

3. Click Edit to update an existing Business Unit. 

4. Go to the Print Templates tab.

5. From the Invoice Template dropdown, select one of your existing templates configured. 

6. When finished, click Save.

Note: This default is used when the customer and invoice records don't have their own defaults, and the invoice is associated with this Business Unit.

Archive an invoice template

When an invoice template is no longer active or needed, you can archive it to keep your list of active templates organized.

1. Go to the navigation bar and click Settings > Operations > Document Templates.

2. Find the template you want to archive and click More > Archive.

3. The document template is moved to the Archived Templates table.

To unarchive an archived document template, go to the Archived Templates table, click More > Unarchive.

Select a template to print an individual invoice

1. Search for and go to the invoice to which you want to apply the template.

2. On the invoice screen, click Print . A dropdown menu of available templates display. 

3. Select the template you want to apply to your invoice.

4. The invoice print screen opens and shows your invoice with the template applied.

Select a template to print multiple invoices

1. Go to the navigation bar and click Accounting > Invoices.

2. Search for and select the invoices for which you want to apply the template.        

   Note: Alternatively, you can use Filter to filter the invoices in the table.

3. At the top of the invoices table, click Actions > Print invoices. 

4. On the Print Invoices popup, select the invoice template you want to use and click Print. 

5. The invoice print screen opens showing the invoices using the template.

View default invoice templates

You can see which invoice template is set as the default for your invoices in the following areas:

• The invoice record

• Template Manager

View default print template used on invoice record

To check which invoice print template is used as the default on the invoice record:

1. Search for and go to the invoice.

2. On the invoice record, click Update invoice details.

3. On the Update Invoice Details screen, check the template assigned in the Default Print Template field. 

View default print template in Template Manager

To check which invoice print template is used as the default in Template Manager, go to the navigation bar and click Settings > Operations > Document Templates.

On the Template Manager screen, a Default tag shows on the template assigned as the default.

Want to learn more?

• See Add company logo and message to invoices

• See Customer invoice configurations