Create an invoice template

VOGSY is installed with a default template that provides a generic layout for an invoice. Most likely you would prefer to personalize the invoice a bit, to at least add your company’s logo to it. Or maybe you want a template for each company or department in your organization. If you have the Support Staff role, you can do this and more.

Form design and layout is beyond the scope of this topic.

To create an invoice template, do the following:

  1. Go to the back office and scroll down to the Settings section.

  2. Click Document templates to open the Templates folder in Google Drive.

  3. Right-click Template invoice (en) and select Make a copy.

  4. Right-click Copy of Template invoice (en) and select Rename.

  5. Give the file an appropriate name and click OK.

The replacement image should have the following dimensions: 2.08 in x 1.08 in (53 mm x 27 mm).

  1. Open the new invoice template.

  2. Right-click the logo image and select Replace image  Upload from computer.

  3. Locate the image, select it, and click Open.

The new image will replace the default logo.

List of template variables

VOGSY provides a set of variables that you can use as part of an invoice or email template. The variables are mapped to project data. When the invoice or email is generated, the variables will be replaced with the associated data from the associated project.

Here is a sample of the invoice template, which uses quite a few of the variables:

invoice template sample

As the sample illustrates, each variable should be placed between double brackets. Here is the complete list of variables that you can use to build a template:

Variable Data source

document_description

Type of invoice: Draft, Invoice, or Credit invoice

invoice_heading

Heading for invoice field from the Languages back office module.

invoice_number

Generated by VOGSY.

invoice_date

Generated by VOGSY. Can be set manually.

due_date

Due date for payment of the invoice. Generated by VOGSY based on the payment_condition.

invoice_description

The extra text that you specify in ‘Draft invoices’.

project_description

Project name field on the Project page

debtor_number

Debtor number field on the Organization page

client_name

Client field on the Project page

organization_name

Organization name field on the Organization page

organization_vat_number

VAT number field on the Organization page

total_vat

Calculated by VOGSY.

total_tax

Calculated by VOGSY.

subtotal

Total amount of the previously listed deliverables or costs. Calculated by VOGSY.

total

Total amount of all deliverables and costs. Calculated by VOGSY.

payment_condition

Payment condition field on the Organization page. See Payment conditions for more information.

invoice_address

Address field on the Organization page

approved_by_name

Generated by VOGSY

approval_date

Generated by VOGSY

po_number

PO number field on the Project page

currency_symbol

Currency field on the Project page

line_description

Title field on the Deliverable page

quantity

This might refer to the number of hours registered by the resource against this deliverable, or it might refer to an allotment of materials used for the deliverable. Only applies to Time and Materials deliverables.

price

This might refer to the hourly rate of the resource, or it might refer to the unit price of the allotment of materials. Only applies to Time and Materials deliverables.

amount

This equals the quantity times the price. Generated by VOGSY.

discount_percentage

Discount % field on the Deliverable page or the Project page. Only visible if you select the Add discount/surcharge checkbox.

discount_amount

Calculated by VOGSY based on the discount_percentage.

net_amount

The price after subtracting the discount_amount. Calculated by VOGSY.

discount_description

Discount description field on the Deliverable page or the Project page. Only visible if you select the Add discount/surcharge checkbox.

vat_desc

Description field on the appropriate sales tax type on the VAT types back office module. See Sales tax types for more information.

tax_desc

Description field on the appropriate sales tax type on the VAT types back office module. See Sales tax types for more information.

vat_amount

Calculated by VOGSY based on the option set in the VAT type field on the customer’s Organization page.

tax_amount

Calculated by VOGSY based on the option set in the VAT type field on the customer’s Organization page.

net_amount

The price after subtracting the vat_amount or tax_amount.