Customize Your Invoice Templates with Ease - TPS Cloud Axis

With TPS Cloud Axis, you have the power to personalize your invoices, taking advantage of the full flexibility that Microsoft Word offers. Similar to working on any MS Word document, you can effortlessly add tables, insert images and fine-tune fonts and spacing to match your company's unique requirements. But that's not all! TPS Cloud Axis goes above and beyond by offering an array of versatile Default Templates, and variables that will allow your firm to customize the template.
Navigate to the 'Tools' menu section and head over to the 'Templates', where you'll find the 'Invoices' tab with a variety of default templates that you could customize to align them with your firm's needs.

Understanding the Distinctions Between the Two Main Default Templates: Standard and Detail 
TPS offers a variety of templates, which are used within Microsoft Word to generate your invoice documents and they rely on specific variables to merge data from your TPS database onto the invoice. While various types of Invoice Templates are available, the primary default options include the Standard and Detail templates. Recognizing the distinctions between these templates is crucial for making an informed choice that aligns with your firm's needs.
 

• Standard Templates (IS): These templates provide you with the flexibility to manually assign paragraphs within the 'Edit Paragraph Screen'. This approach allows you to craft the invoice wording precisely as you desire during the billing process.
• Detail Templates (ID): Detail Templates are tailored to automatically populate data based on the lines of WIP included on the bill. This can significantly simplify your billing process by bringing in descriptions and amounts from the WIP lines, removing the need to manually select paragraphs. However, it's important to note that this automation may limit your flexibility in terms of customizing the wording.
  • ID1: Detailed Template
  • ID2: Summarized Detail Template merges transactions with identical work codes.
    
    

To choose the right template for your firm, examine the available options and select the one that aligns most closely with your desired invoice appearance.

Customize your Templates in MS Word: Tips and Tricks

Here are some tips and tricks on how to effectively create and modify MS Word templates and ensure compatibility with TPS.

1. In MS Word, use Tables and View Gridlines: When modifying the templates, make sure to use 'Tables' to organize and align the variables and text properly. Additionally, set your MS Word to 'View Gridlines', which will help you modify the tables accurately.
   
   
   
2. Always use Template-Specific Variables: TPS offers variables that are designed to be used with specific section of the program. It's important to note that variables intended for Invoice Templates should not be used for Statement templates, and vice versa.  The 'Invoice Variables' and 'Invoice Body Detail' sub-tab is located under the 'Variables' tab, those are kept on a separate subtabs to avoid confusion and make it easier to identify which variables could be used on the Invoice Template.
   
3. Variables identified as 'Start': In the 'Invoice Body Detail' sub-tab, you'll observe that certain groups of variables require a 'Start' variable to function properly. If you're making adjustments to the invoice template, it's crucial to remember this requirement. If the 'Start' variable is missing on the template then the subsequent variables within that section will not be visible.
   
   
   
4. Maintain the Variables Integrity: It's crucial to use the variables exactly as they appear on the list. Any addition or reduction of a variable will not provide the expected information. We recommend copying and pasting the variable to avoid any unintentional modifications. Variables start and end with an '@' symbol. Feel free to change the font and size once everything is in the Word document.
   
   
5. Preserving the selected font when generating the document in PDF: For firms using non-preinstalled preferred fonts, MS Word provides the option to 'Preserve fidelity when sharing this document'; to view the step by step instructions access the: MS Word Save Font Preferences article.
   

You could access our instructional video on Invoice Templates and Variables.

If you need additional guidance, please contact our support team.

axis_support@tpssoftware.com  
Toll-free: 1-888-877-2231

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