Invoice templates and mass invoicing – Heeros Help Center

Creating a general invoice template
Details of a new invoice template
Copying a ready-made general invoice template to an individual invoice
Customer-specific invoice template
Copying a ready-made customer-specific invoice template to an individual invoice
Mass invoicing
General invoice template and mass invoicing
Using customer groups
Customer-specific invoice template and mass invoicing

Creating a general invoice template

Ready-made invoice templates can be used, for example, when invoicing multiple / individual customers with the same amount and content invoice regularly / repeatedly (e.g. membership fees). The ready-made invoice template can be either copied directly to an invoice or used in Mass Invoicing of Sales Invoices.

Select the Invoice Templates function (left navigation pane)
Click the Create new invoice template button
Complete the details of the opened invoice template
Finally, save the new invoice template with the Save button

Details of a new invoice template

The fields to be completed in creating an invoice template vary depending on whether Billing or Sales Ledger Sales Invoices are used. This guide provides field-specific information on creating both general and customer-specific invoice templates.

Form for creating a general customer template:

Form for creating a customer-specific invoice template:

Customer - When creating a customer-specific invoice template, select the customer's information for that field. This field is not available in the general invoice template.

Invoice template name - Give the invoice template a name. Note! The name given to the invoice template does not appear on the actual invoice.

Examples:

In a general invoice template, you can name it Membership Fee + "year"
In a customer-specific invoice template, "Tenant's name", Rent.

Seller - Select the name of the seller used in the invoice template from the drop-down menu. Note! Seller information is not mandatory, but if necessary, they must be established in the Settings - General - Invoice Information tab before selection.

Invoice type - Select the type of invoice used in the invoice template from the drop-down menu, for example, invoice, credit invoice, or test invoice.

Payment term - Select the payment term used in the invoice template from the drop-down menu. Note! Payment terms must be established in the Settings - Payment Terms section before selection.

Currency - In Billing-Sales Invoices, you can select the currency used in the invoice from the drop-down menu. Only Eur is available in Sales Ledger Sales Invoices. Note! Currencies must be established in the Settings General - Invoice Information tab before selection.

Bank accounts - Select the account numbers used in the invoice template by clicking the checkbox in front of the bank account information. Note! On the invoice, you can still choose which bank account numbers you want to include.

Payment reminder (only visible in Sales Ledger Sales Invoices) - Select the payment reminder code used in the invoice. The payment reminder code must be established first in the Settings - General - Payment Reminders view.

Invoice description -

In a general invoice template: Write the invoice description
Invoice-specific description in the "Description" field, for example "Membership fee for year xxxx". The given information will appear as the header on the invoice created with the invoice template.
Customer-specific invoice template: The description written in the "Description" field on the invoice template will appear on the invoice if the customer-specific invoice template is copied for a single invoice (using the "Copy as invoice" button). If the customer-specific invoice template is used for mass invoicing, the information given in the "Description" field will not be transferred to the invoices. The description will be completed during the mass invoicing phase (e.g. January rent).

The Net amount is automatically calculated when creating the rows and cannot be edited in the invoice template.

The Gross amount is automatically calculated when creating the rows and cannot be edited in the invoice template.

Product / Code - Select the product to be used on the invoice template from the dropdown menu, either based on the product name or product code.

In a general invoice template, you can enter a product such as "Membership fee".
In a customer-specific invoice template, you can enter a product such as "Rent, Sauna fee".

Note! The product needs to be set up in the Sales Invoices "Products" view before it can be selected for the invoice template. After selecting the product, its other details will automatically appear on the row. The "Quantity, Price, and VAT information" can be edited if necessary.

In the Description field, you can write additional information, such as the person's name in a general invoice template to specify whose membership fee it is.

Sales Account - If a sales account is selected in the settings for the product, the default sales account suggestion will appear in this field. The account can be changed by selecting the desired sales account from the dropdown menu. The sales account needs to be set up first in the Settings - Accounts section.

Cost Centers, e.g. Project, Cost Center, Area - If project or cost center-type cost centers are defined in the settings (Settings - Cost Centers and Settings - General - Invoice Information), the information can be selected for the invoice template.

Selecting a cost center, such as a cost center:

Select the desired cost center from the dropdown menu OR
Enter the cost center number or name -> the application will suggest a suitable cost center -> by clicking on the offered cost center, the desired cost center will be transferred to the invoice row.

The Line field indicates how many rows have been created on the invoice.

The row is created by clicking the Create button. The created row will appear below the creation point.

Copying a ready-made general invoice template for a single invoice

Select the Invoice Templates function from the left frame
Double-click on the invoice template with the basic information you want to use for a new sales invoice
Click the Copy as invoice button -> a new invoice will open with the basic information according to the invoice template
Select the customer to be invoiced and edit the invoice details. Note! The information in the "Description" field on the invoice template will be transferred to the new invoice, but it can be edited if necessary
Save the invoice using either the Save as draft or Save as final button.

The Save as draft option will move the invoice to the Draft view, and the Save as final option will move the invoice to the Finalized view.

Customer-specific invoice template

Customer-specific invoice templates can be used, for example, for monthly rental invoicing.

Select the Invoice Templates function (left navigation pane)
Click the Create new customer-specific invoice template button
Complete the details of the opened invoice template
Finally, save the new invoice template using the Save button

The details of the invoice template are completed in much the same way as in a general invoice template. The necessary information is provided for the invoice template, such as:

Customer name
Invoice template name
Billed products

NOTE! The information in the "Description" field of the invoice template{ "body": "

The given description will only appear on a single invoice that is created directly from a customer-specific invoice template using the 'Copy to Invoice' button. If you want the same description for all customers, for example, January rent, provide the description during the mass invoicing process for customer-specific invoice templates.

Save the invoice template information using the 'Save' button, after which you can copy the invoice template to a single invoice or perform mass invoicing using the invoice template.

Copying a ready-made customer-specific invoice template to a single invoice

Select the Invoice Templates function from the left navigation pane
Double-click on the invoice template for which you want to create a new sales invoice with the basic information
Click the 'Copy to Invoice' button -> a new invoice will open with the basic information from the invoice template
Select the customer to be invoiced and edit the invoice details.
- Note! The information in the Invoice Description field will be transferred from the invoice template to the new invoice, but it can be edited if necessary
Save the invoice using either the 'Draft' or 'Finalize' button.
- Selecting 'Draft' will move the invoice to the Draft view, and selecting 'Finalize' will move the invoice to the Finalized view.

Mass Invoicing

Ready-made invoice templates can be used, for example, for various recurring invoicing such as membership fees, rents, etc. for different customer groups or selected customers.

Select the Mass Invoicing function (left navigation pane)
Select whether you want to perform mass invoicing with a general or customer-specific mass invoicing
- In this section, you will find instructions for both general and customer-based mass invoicing.

General invoice template and mass invoicing

1. Select the invoice template to be used - Select the invoice template you want to use from the dropdown menu and proceed to the next step by clicking the Continue button.

2. Select who the invoice is sent to - Select the customer group(s) or individual customers to whom the invoices should be sent and proceed with the 'Continue' button. Use the 'Back' button to return to the previous window.

By selecting 'Customer Groups', you can choose one, several, or all customer groups created for Sales Invoices.

Using Customer Groups

In mass invoicing, invoices can also be created by customer group if customer groups have been enabled for Sales Invoices. Learn more about customer groups here.

Selecting a Single Customer Group

Click on the name of the customer group in the 'Customer Groups' list -> the customer group displayed in blue is selected
Click the right arrow -> the name of the customer group will move to the 'Selected Customer Groups' window.

Selecting Multiple Customer Groups

Hold down the CTRL key on the keyboard and click on the names of the customer groups to be included in the mass invoicing from the 'Customer Groups' list. The selected customer group's row will always turn blue
Click the right arrow -> the names of the selected customer groups will move to the 'Selected Customer Groups' window.

Selecting Multiple Consecutive Customer Groups

Click on the name of the first customer group, then hold down the SHIFT key on the keyboard and click on the name of the last customer group to be included -> all customer groups between them will be selected (the rows of the customer groups will appear in blue)
Click the right arrow -> the names of the selected customer groups will move to the 'Selected Customer Groups' window.

Selecting All Customer Groups

Click the 'Select All' button -> all customer groups will be selected (the rows of the customer groups will appear in blue)
Click the right arrow -> the names of the selected customer groups will move to the 'Selected Customer Groups' window.

" }"Selection of customer groups

No need to select the name of any customer group from the list
Click only on the arrow to the right of the Customer Groups window -> all customer group names will be transferred to the Selected Customer Groups window.

Customers selection can be used to select one, multiple, or all customers established in Sales Invoices for mass invoicing, similar to customer groups.

3. Select invoice dates - Select the dates to be used for mass invoicing; Invoice Date, Receipt Date, and Due Date of the invoices, as well as the payment reminder to be used. Proceed with the Continue button.

Invoice Date and Receipt Date fields default to the current day. Dates can be changed by clicking on the calendar icon next to the date.

Due Date of the invoices (payment terms and due date options) - Also select whether payment terms or due date will be used for mass invoicing.

Use payment terms selection adds the payment terms defined in the invoice template to the invoice
Use due date selection allows you to define the desired due date for the invoices by adding the desired due date from the calendar to the Due Date of the invoices field.

Payment reminder for the invoices

Use default payment reminders selection adds the default payment reminder to the invoice, which is set in the Settings - General - Invoice Information tab
Use invoice template payment reminder selection adds the payment reminder defined in the invoice template to the invoice.

4. Invoices in Draft or Ready state - Select whether the mass invoices should be moved to the Draft or Ready state.

5. Forwarding the invoices

I want the invoices in draft state - Selecting this option moves the completed mass invoices to the Draft state. In the Draft state, the invoice can still be edited, but it must be moved to the Ready state before sending.
I want the invoices in ready state - Selecting this option moves the completed mass invoices to the Ready state. In the Ready state, the invoice can still be edited if necessary or sent directly to customers.

6. Moving mass invoices to the selected view - Finally, click the Ready button. Clicking Ready notifies that the invoices are done and moves them to either the Draft or Ready state, depending on the previous selection.

Customer-specific invoice template and mass invoicing

1. Select the invoice template to be used - In the Customer-specific invoicing section, the invoice templates established for each customer are displayed. Select the invoice templates to be used either individually (Selected) or with the All button. Proceed to the next step with the Continue button.

2. Select invoice dates - Select the dates to be used for mass invoicing; invoice date, receipt date, due date of the invoices, and, if necessary, the invoice description and payment reminder to be used. Proceed with the Continue button. The provided information will be displayed on each selected invoice template.

Invoice description - If you want all invoices in mass invoicing to have the same description, enter the description in this field (e.g., January 2016 rent). If you want to use the descriptions defined in the invoice templates, leave this field empty.

3. Invoices in Draft or Ready state - Select whether the mass invoices should be moved to the Draft or Ready state.

4. Forwarding the invoices

I want the invoices in draft state - Selecting this option moves the completed mass invoices to the Draft state. In the Draft state, the invoice does not receive an invoice number, but it must be moved to the Ready state before sending.

I want the invoices in ready state - Selecting this option moves the completed mass invoices to the Ready state. In the Ready state, the invoice can still be edited if necessary or sent directly to customers.

5. Moving mass invoices to the selected view - Finally, click the Ready button. Clicking Ready notifies that the invoices are done and moves them to either the Draft or Ready state, depending on the previous selection.

"This can still be edited / deleted. An invoice in progress must be moved to the Ready state before sending. The "Move invoices to Ready state" option moves completed mass invoices to the Ready state. An invoice in the Ready state is assigned an invoice number and can still be edited / deleted or sent directly to customers if necessary. Note! If a Ready invoice is deleted, the corresponding invoice number will not be used in the invoice number series. 4. Moving mass invoices to the selected view - Finally, click the Ready button. Clicking Ready indicates that the invoices are done and moves them to the chosen state, either In Progress or Ready.