Creating Invoice from Invoice Template

An Invoice Template in PortOne is a pre-defined data structure designed to streamline the invoice creation process. It allows you to set up reusable templates with prefilled details such as product/service descriptions, tax rates, payment terms, and default settings. These templates act as a foundation for generating multiple invoices quickly and consistently.

By using Invoice Templates, businesses can save time, minimize errors, and ensure uniformity across all invoices.

Steps to create an Invoice Template

Creating an Invoice Template

Follow these steps to create a custom invoice template in the PortOne admin console:

1. Navigate to Invoices: Go to the Invoice tab, select Create New Invoice, and click Choose Template.

2. Initiate Template Creation: In the template modal, click Create Custom Template.

3. Template Details:

   • Enter a Template Name.
   • Configure the Invoice Currency.
   • Add an Invoice Description.

4. Customize Fields: Define Custom Fields as required.

5. Additional Features Checkboxes:

   • Enable QR Code inclusion.
   • Activate Payment Notifications for invoices.

6. Reminders: Set up Invoice Reminders for timely alerts.

7. Invoice Content:

   • Configure Line Items.
   • Add a Customer Note if needed.
   • Specify any Additional Charges or Discount Data.

8. Additional Notes: Add any other notes using Key & Description fields.

9. Finalize Template: Review all details, ensure accuracy, and click Save to complete the template creation.

This process enables a streamlined and customized invoice template creation experience that fits your business needs.

Steps to create an Invoice from the Invoice Template

To streamline the invoice creation process, you can use a pre-configured invoice template in the PortOne admin console.

Follow the detailed steps below:

1. Access the Invoice Tab

   • Navigate to the Invoice tab in the PortOne admin console.
   • Click on Create New Invoice and select Choose Template.

2. Select a Custom Template

   • From the list of available templates, select the appropriate Custom Template that fits your invoice requirements.

3. Auto-filled Template Data

   • The selected template's data will be automatically populated in the Invoice creation page, including pre-configured fields such as currency, descriptions, line items, and reminders.

4. Configure Customer Details : Fill in the following customer information:

   • Customer Name
   • Email Address
   • Phone Number

5. Set Date Details : Specify the following date-related information:

   • Invoice Date: The date the invoice is issued.
   • Invoice Due Date: The deadline for the invoice payment.

6. Customize Additional Options : Adjust the checkboxes for additional options if needed, such as:

   • SMS Notifications
   • Payment Confirmation Notifications
   • Other template-defined options.

7. Override Template Data

   • Modify or override any pre-filled template data as per your specific requirements, including line items, descriptions, or additional charges.

8. Review and Create the Invoice

   • Carefully review all the configured details, ensuring everything is accurate.
   • Once satisfied, click on the Create Invoice button to finalize and generate the invoice.

Using this method ensures a fast and efficient way to generate invoices while allowing flexibility to adapt to specific client or business needs.