For our Asia-Pacific customers, the term "Trust Account" is used, while European customers refer to it as "Client Account". It's important to mention that the Client/Trust Accounting functionality does not apply to customers in North America. For further information on regional terms, check out our Glossary of Regional Terminology.
This article will guide you through the setup and customization of invoice templates within Re-Leased. Invoice templates allow you to format and tailor invoices and credit notes issued to your clients. All settings are established at the company level and will impact all generated invoices and credit notes.
Accessing Invoice Templates
Find your Invoice Templates by:
- Going to Settings.
- Click on Invoice Templates within the Accounting section.
The system default template is ready for use. If it's suitable, you don't need to do anything else. If not, you can choose from three additional templates to tailor your own as needed.
Integrated Accounting Solutions
For those using Re-Leased integrated with a connected accounting such as Xero, the management of Invoice Templates is handled within your external accounting system, resulting in fewer options available directly in your Accounting Settings on Re-Leased.
Previewing and Selecting Templates
When you select a template, a preview will display on the screen. This provides a general sense of the invoice's layout, but please note that the preview might slightly differ from the final PDF file. We recommend downloading the template as a PDF for a precise representation of the final product.
Customizing Your Invoice Template
The Invoice Template editor offers several customizable fields:
- Name and Base Template - Assign a descriptive name to each template and select a preferred layout from the available base template options.
- Optional Fields and Header - Optional fields give flexibility in terms of the details displayed on the invoice. Remember, the visibility of owner details is contingent on your Tax Number settings in company preferences. Customize your heading text and its position along the invoice.
- Logo and Bank Details - Set your company logo or banner placement, and add any payment information you deem necessary for client communications.
- Terms, Payments Details, and Additional Pages - Edit the default terms and payment advice drawn from your Company Settings and append additional pages with relevant information, such as Tenants Rights and Obligations.
- Customize Payment Advice - Employ a full Rich Text Editor to edit the payment advice or leave it blank if it’s irrelevant to your operations.
Remember to review the template options, as not all customizable fields are available for every base template. Once you finalize your changes, you can set your template as the default for future use.
Merge Fields in Payment Advice and Additional Pages
Merge fields can automate the inclusion of specific data in your invoice's Payment Advice section and attached documents. To utilize merge fields:
- Select a template to edit and enable Customize Payment Advice.
- Place the cursor where you'd like to insert a merge field.
- Click Insert Merge Fields, then select the appropriate field.
- Save changes by clicking the Update button.
Below is a list of available merge fields, which include details like the Amount Due, Bank Details, Client/Trust Account Number, and so forth.
| Title | Description |
| Amount Due | The total amount outstanding on the related invoice. |
| Bank Details | Displays the contents of the Bank Details section of the Invoice Template |
| Company Address | Full address of the company on a single line. |
| Country | The Country from the address for the Invoiced Contact. |
| Custom Tenancy Reference | The custom reference field from the tenancy details. |
| Due Date | The due date of the related invoice. |
| Flat / Apartment | The Flat/Apartment from the address for the Invoiced Contact. |
| Invoiced Contact Name | The first and last name of the contact in the To field of the related invoice. |
| Invoice Number | The unique number of the related invoice. |
| Invoice Reference | The text entered in the reference field on the related invoice. |
| Occupied Area | The occupied area/s of the related tenancy, displayed in a comma separated list. |
| Online Payment Reference | The online payment reference from the tenancy details. |
| Post / Zip Code | The Post / Zip Code from the address for the Invoiced Contact. |
| Region / State | The Region / State from the address for the Invoiced Contact. |
| Rent Date From | The start date of the rent period for the related rent invoice, displayed in dd/mm/yyyy format. (This will display blank for non-rent invoices). |
| Rent Date To | The end date of the rent period for the related rent invoice, displayed in dd/mm/yyyy format. (This will display blank for non-rent invoices). |
| Street / Building Number | The Street / Building Number from the address for the Invoiced Contact. |
| Street Name | The Street Name from the address for the Invoiced Contact. |
| Suburb / District | The Suburb / District from the address for the Invoiced Contact. |
| Total Invoice Amount | The original amount of the invoice, excluding any payments or credits. |
| Town / City | The Town / City from the address for the Invoiced Contact. |
| Client/Trust Account BSB Number or Sort Code | The BSB or Sort Number of the related account. |
| Client/Trust Account Name | The code and name of the related account. |
| Client/Trust Account Number | The account number of the related account. |
| Client/Trust Bank Account Number | The BSB and account number of the related account. |
Incorporating these fields ensures the correct and relevant details are automatically included in your invoices, saving you time and minimizing errors.
Remember to take advantage of the live template preview while adjusting these fields, ensuring your invoices convey the professionalism and clarity your clients appreciate.