MagManager supports multiple invoice templates, perfect if you have a clients who pay by direct debit as you can tailor the invoice and the covering email they receive.
To get started with multiple invoices templates you need to set-up two additional templates:
1 - an invoice email template
2 - an invoice template
Once set-up, open the client details tab and update the 'Invoice Template' section and you're ready to go.
1- How to set-up an additional invoice email document template
This is the covering email to which the invoice PDF is automatically attached.
Step 1 - To to the main settings page.
Step 2 - Under Admin > Select Document Templates.
(If you wish to duplicate an existing template, take a note of its name, so you can choose it from the drop-down menu)
Step 3 - Click the green New Document button, top right of screen > Select Email Document > Select Invoice > Select the email document you wish to copy - a copy of that document will be created ready to edit or if you prefer select Create New Document and create the document from scratch.
Step 4 - Edit the email document:
Title - Give the new document a title eg 'Invoice Email Direct Debit'.
Description - Add a description eg 'Covering email to send an invoice to Direct Debit Payers'
To - Select Accounts Contact Email from the search tokens.
Attachments - If required choose your terms & conditions from the drop down box (provided you have then uploaded attachements in MagManager).
Subject - Enter your text in the Subject field eg 'Magazine Advertising Invoice Number plus search token 'Invoicing Invoice No'.
Content - Add your text or edit the text to suit your requirements.
Step 5 - Click Save.
2 - How to set-up an additional invoice standard document template
This is the actual invoice PDF, which can be printed or emailed as a PDF attachment to a client.
Step 1 - To to the main settings page.
Step 2 - Under Admin > Select Document Templates.
(If you wish to duplicate an existing template, take a note of its name, so you can choose it from the drop-down menu)
Step 3 - Click the green New Document button, top right of screen > Select Standard Document > Select Invoice > Select the email document you wish to copy - a copy of that document will be created ready to edit or if you prefer select Create New Document and create the document from scratch.
Step 4 - Edit the standard document:
Title - Give the new document a title eg 'Invoice Direct Debit'.
Description - Invoice for Direct Debit Payers.
Content - Add your text or edit the text to suit your requirements.
Step 6 - VERY IMPORTANT - Below the editor, select the Email Template from the drop-down menu (this is the covering email template the client will receive with the invoice attached to it), In this case we've selected ‘Invoice Email Direct Debit’.
Step 6 - Click Save.
Step 7 - Once set up as described above these new documents will appear in Document Templates under the System Documents tab.
That's the template set up and ready to use.
3 - Update invoice template & payment method on client details tab
Step 1 - Open the client record.
Step 2 - Select the Details tab.
Step 3 - Scroll down to Invoice Template, and select the template for the client from the drop-down menu.
For clients paying by direct debit ensure the Payment Method is set to Direct Debit (otherwise the Direct Debit information will not pull through.
Step 4 - Click Update.
NOTE: The default template will be used unless you choose otherwise.
4 - Bulk change of invoice template settings
For existing users with a large number of direct debit clients - we can run a query to bulk update the invoice template for clients where their Payment Method is set as Direct Debit.
Please ensure that you have both a new invoice email document and new invoice standard documents set-up and ready to use before contacting support@magmanager.co.uk to arrange this.
