Creating/Using Invoice Templates

Video Tip - Go to the 7:36 mark of the video to view information on how to use Invoice Templates.

IMPORTANT NOTE: Want to paste text from a document into Planning Pod? Read these copy-and-paste instructions first.

To Create a New Invoice Template from Scratch:

1. Click on "Templates" in the main navigation bar and click on the link to "Propopsals & Invoice Templates".
2. Click on the "Add Template" button.
3. Enter the Template name; in the Type dropdown menu select "Invoice"; and click "Save".

This brings you to the Invoice Template details screen where there are areas to add things like:

• Line Items - For adding descriptions of items, quantities, costs, etc.
  1. Click on the "Add Line Item" button.
  2. Enter details for the item name; description; quantity/hours (must be at least "1" to calculate a subtotal for the item); unit cost; sales tax rate; and markup/discount rate.
  3. Click "Save" when you are finished.
  4. To add an image to the line item, click on the "Actions" button to the right of the line item; select the "Add Thumbnail Image" option; and follow the instructions to add an image from your computer.
  5. Repeat until you have added all the line items you need.
• Food-&-Beverage Package Templates (VENUE SOFTWARE PACKAGES ONLY) - For adding a Food-&-Beverage package to an Invoice Template
  1. 1. Click on the "Import" button.
     2. Select the "Link Food/Beverage Package Templates" option and select the packages you want to link to the Invoice.
     3. Click "Save" when you are finished.
• Client Message - For including a brief message to the end of your Invoice (i.e., "thank you for your interest", etc.)- In the "Client Message" area, click on the "Edit" button to add a brief message at the end of the invoice.

To Create an Invoice Template from an Existing Invoice:

1. Click on the "Invoices" tool button in the Event Dashboard - OR - click on "Invoices" in the main navigation bar.
2. Click on the "Import/Export" button and selec the "Save as Template" option.
3. Click in the field to select one or more Invoices to save as Templates.
4. After clicking "Save", the selected Invoices have been saved as new Invoice Templates in the Templates area, which you can now edit and modify.

To Import an Invoice Template into a New Invoice:

1. Click on the "Invoices" tool button in the Event Dashboard - OR - click on "Invoices" in the main navigation bar.
2. Click on the "Import/Export" button and selct the "Import Template as New Invoice" option.
3. From the dropdown menu, select the Invoice Template that you wish to import as a new Invoice.
4. After clicking "Save", the selected Template has been saved as a new Invoice. It will include all details from the Template (including the name), which you can now edit and modify.