Invoice Template

An invoice template is a pre-designed, customisable layout used to create professional and consistent invoices quickly and efficiently. It includes standard fields such as the business name, logo, contact information, invoice number format, reverse-charge and introductory text.

These templates can be used to align with your brand identity and specific business requirements, ensuring each invoice is tailored to your needs while maintaining a polished and uniform appearance.

They are associated with an invoice organisation and will be applied when generating invoices for that assigned invoice organisation. This can be selected in the invoice organisation view.

Here is what the invoice template section contains:

• Invoice template name: this field allows you to assign a specific name to each invoice template they create or customise.

• Invoice brand style: upload an image file of their logo, which will appear on all generated invoices. The format should be .png or JPG and size 250x100 px.

• Invoice template introduction: it is a brief message included at the beginning of an invoice to greet the customer and provide context for the billing document. You can inform the EMP here that the invoice was sent by Hubject on your behalf.

• Invoice Reverse Charge: it is a specific statement included on invoices subject to reverse-charge VAT rules. This text informs the EMP that they are responsible for reporting and paying the VAT on the transaction, rather than the CPO.

• Invoice ID format: this field allows you to select the structure of the invoice identification numbers. There are various formats available, including text+number, text+text, number+number, or number+text. This flexibility ensures that invoice IDs can be tailored to match existing organisational preferences.

How to create an invoice template

1. Log in into HBS and click on Financial Services.
2. Navigate to Settings section and click on the tab Invoice Organisation
3. Click on the “Create invoice template” button.
4. Enter the required information in the following sections:

• General details
• Invoice brand and style
• Invoice Template Introduction
• Invoice reverse-charge
• Invoice ID format

Click on “Create template” button.

How to edit an invoice template 

1. Log in into HBS and click on Financial Services.
2. Navigate to Settings section and click on the tab Invoice Template
3. Click on the table row of the invoice organisation that needs to be edited.
4. On the detail view, click on “Edit” button.
5. Update the necessary form fields
6. Click on “Update details” button.

How to delete an invoice template

1. Log in into HBS and click on Financial Services.
2. Navigate to Settings section and click on the tab Invoice Template
3. Place the mouse over on the table row of the invoice organisation that needs to be deleted.
4. Click on “Delete” action button.
5. Please verify the deletion within the dialogue box.

To delete an invoice template, it must not be assigned to any invoice organisation. If it is assigned, the system will prevent its deletion.