AccountRight comes with a set of invoice form templates which are used when printing or emailing your sales. But it's easy to change these forms to add your own personal touch.

By default, business details entered in the Company Information window (Setup menu > Company Information) will appear on your invoices. This includes your company name and contact details:

Company details highlighted in company information window and shown on an invoice

You can add your business logo and a 'how to pay' section, or make your invoices stand out with a splash of colour. It's up to you.

Take a look at this quick overview:

You can use one invoice form for all your sales or have separate forms for invoices, quotes and orders. You can also create different versions of an invoice form depending on what you're selling or who you're selling to.

OK, let's step you through it.

 

To customise an invoice

To customise an invoice

  1. Go to the Setup menu and choose Customise Forms. The Customise Forms window appears.
  2. Click the Invoices tab on the left.
  3. Click the type of invoice form you want to customise (Service, Item, Professional, etc.). The forms for that invoice type will be listed.

    Choose the correct form

    Make sure you're customising the correct invoice form for your needs. For example, if you use the Service layout when entering an invoice, customise a Service invoice form.

  4. Select the form you want to customise then click Customise. The form opens, ready to be modified.
  5. Customise the form to suit your needs. Here's some guidance on what you can do:

    If you want to...Do this...
    add a business logo
    1. In the Customise tab, click Picture.
    2. Locate and select the picture file and click Open.
    3. Move, resize or rotate the image as required.

    To learn more, see Add pictures and shapes to forms.

    add text fields
    1. In the Customise tab, click Text Box.
    2. Click and drag the mouse cursor over the area of the form where you want the text field to appear.
    3. Double-click in the text field and type the text you want to appear.

    To learn more, see Add text and fields to forms.

    add data fields
    1. In the Customise tab, click Fields.
    2. Select the fields you want to appear by clicking in the column next to them. For a description of each data field, see Fields and columns you can add to forms.
    3. For some fields you need to select where you want the field to appear when a form has multiple pages. You can choose to show the field on every page, or just at the start (first page) or end (last page).
    4. When you've finished making your selections, click OK. The selected data fields appear on the form.
    5. Move the field to the required position by clicking and dragging it, or entering placement coordinates in the Customise tab. 

    To learn more, see Add text and fields to forms.

    add a table
    1. In the Customise tab, click Insert Table and choose the type of table you want to use from the list.
    2. Click the table box, and then drag the red cross to move the table into position.
    3. Click Table Layout and choose Show/HideColumns.
    4. Select a column you want to add to the table in the Available columns list and then click Show. Repeat this for other columns you want to add.
    5. Click OK. The columns appear in your table.

    To learn more, see Add tables to forms.

    set page margins, orientation and page size
    1. Click the Print Preview tab.
    2. Set the page margins, orientation and page size.

    To learn more, see Set the form size and background.

    edit the page background
    1. If you want to change the page colour, click Page Colour and select the required background colour.
    2. If you want to add a watermark (transparent image or text), click Watermark and choose one of the predefined watermarks, or select Custom Watermark.
    3. If you're adding a custom watermark, choose a picture or enter the watermark text and select the required formatting options.
    4. Click OK.

    To learn more, see Set the form size and background.

    move, arrange, align, cut, copy or paste form elementsSee Editing form elements.
  6. To preview your form, click the Print Preview tab.

  7. When you've finished customising your form, click the Save button (top-left corner). The Save Form As window appears:
  8. Enter a name and a description for the form.
  9. Click Save then click OK to the confirmation message.
  10. To close the form, go to the File menu and choose Exit. If prompted to save again, click No.
    The Customise Forms window reappears. Your customised invoice will be listed.

To add direct deposit banking details to your invoice

To add direct deposit banking details to your invoice

Direct deposit is a popular payment option which lets your customers pay directly into your bank account. In Australia, the New Payments Platform is making this even easier.

Here's how to add banking details to your invoice form.

Using online payments (Australia only)? See Adding a 'How to pay' section to invoices.
  1. Go to the Setup menu and choose Customise Forms. The Customise Forms window appears.
  2. Click the Invoices tab on the left.
  3. Select the form you want to use then click Customise. The form opens, ready to be modified.
  4. Click Text Box in the toolbar.

    Tex box button highlighted
  5. In the applicable place on your form, drag a box that's large enough to include your payment instructions.

    Drag the cursor to create a text box large enough for your payment instructions
  6. Double click the text box and type your payment instructions, for example:
    For Direct Deposit:
    BSB: 013000
    Account: 12345678

    Payment Reference: Invoice number or customer name

    Text box with text entered

    Using bank feeds? To help make it easy to identify customer payments coming through in your bank feeds, encourage your clients to include additional details in the payment, such as their name and invoice number.

  7. You can resize the text box, or format the text size, font and colour using the options in the Customise tab.
  8. Click the Print Preview tab to check how the new section will look.

    Payment details shown on previewed invoice
  9. When you're done, click the Save   button (top-left corner).
  10. If prompted, enter a name for this customised form then click Save then click OK to the confirmation message.
  11. To close the form, go to the File menu and choose Exit. If prompted to save again, click No.

  12. Repeat this process for any other invoice forms you want to add your payment details to.

To add a 'How to pay' section to your invoice

If you're using online payments (Australia only), you can add a ‘How to Pay’ section to your invoices to remind your customers that they can quickly and conveniently pay you online using their credit cards. See Adding a 'How to pay' section to invoices for more information.

Not using online payments? See above to add direct deposit banking details to your invoice.

To add payment terms to your invoice

To add payment terms to your invoice

The terms that appear on the top of a sale transaction in AccountRight can easily be added to your customised invoice.

Here's how to do it:

  1. Go to the Setup menu and choose Customise Forms. The Customise Forms window appears.
  2. Click the Invoices tab on the left.
  3. Select the form you want to use then click Customise. The form opens, ready to be modified.
  4. Click Fields. The Insert Fields window appears.
  5. On the Data Fields tab, select the Terms field and choose a display option (appear on every page, appear at start of form or appear at end of form).

    For a description of each data field you can add, see Fields and columns you can add to forms).
  6. Click OK. The Terms data field appears on the form.
  7. Move the data field to the required position by clicking and dragging it.
  8. (Optional) Add a text field which states "Terms:" (or similar) next to the Terms data field.

  9. Click Print Preview to view your handy work.

To use your customised invoice

To use your customised invoice

You've made the effort to personalise an invoice, so here's how to use that invoice when printing or emailing.

If you areDo this
printing an invoice when you record it
  1. Click Print then choose Select Another Form .
  2. Select your customised invoice.
  3. Click Print.
emailing an invoice when you record it
  1. Click Send To and choose Email.
  2. In the Selected Form field, select your customised invoice.
    (click to enlarge)
  3. Click Send.
printing or emailing an invoice after you record it

Select the form you want to use via the Advanced Filters on the Print/Email Invoices window.
(click to enlarge)

For all the details, see Set the default forms to use when emailing or printing.

Can't see your customised invoice?

Check that you've customised the correct invoice form type. For example, if you're emailing or printing an item invoice (using the Item layout), only item invoice forms will be available for use.

To set a customer's default invoice form

To set a customer's default invoice form

If you have different invoice forms for different customers, you can set the default form to use in the customer's card. To set the default form to use for all customers, see Set the default forms to use when emailing or printing.

To set a customer's default form

  1. Go to the Card File command centre and click Cards List.
  2. Click the Customer tab.
  3. Click the zoom arrow to open the customer's card.
  4. Click the Selling Details tab.
  5. In the Printed Form field, select the customised invoice for this customer.

    If you can't see your customised form, make sure the applicable Sale Layout is selected.
  6. Click OK.
invoice setup