Document Templates

Kaitlin Lawton

June 27, 2022 19:50

Introduction

Documents in SingleOps default to a specific template for Proposals, Work Orders, Invoices, etc. Below you will find descriptions of each Document Template Type and how to edit each page of each type of document.

Table of Contents

I. Document Template Types

II. How to Edit Document Templates

- Navigation

- Navigation Tutorial

- Page Descriptions

- Example Pages

I. Document Template Types

Invoice: A bill for services rendered and/or materials provided after a job is completed.
- Job types that use this document: One-off jobs & recurring jobs that are invoiced per visit

Proposal: A bid for services, materials, etc. that is sent to a customer for acceptance before a job is active & scheduled.
- Job types that use this document: One-off jobs

Work Order: The document that crews use in the field to identify the services, materials, equipment, etc. that are associated with a specific job/visit.
- Job types that use this document: All job types

Fixed Invoice: A flat rate bill for a job that is generated based on a predetermined schedule, for a predetermined amount, & is billed separately from the work.
- Job types that use this document: Recurring jobs with a fixed invoice schedule

Combined Invoice: A billing document for services rendered and/or materials provided for one customer, across multiple jobs and/or recurring visits that are completed within a specified date range.
- Job types that use this document: One-off and recurring jobs that are tied to a CMB (Customer Billing Schedule) or per visit invoices that are added to a RUP (Rolled Up Invoice)

Job-Level Invoice: A bill for services rendered and/or materials provided across all visits for a recurring job.
- Job types that use this document: This document is available on all recurring jobs but only publicly used when using the Prepay email template

Job-Level Proposal: A bid for services, materials, etc. that is sent to a customer for acceptance before a recurring job is active & scheduled.
- Job types that use this document: Recurring jobs and Proposal Groups

Purchase Order: A document that includes items purchased from a vendor. It may include materials which are reimbursable, labor items, equipment items, expense items, or even discount items.
- Job types that use this document: This document is used for emailing or printing Purchase Orders, only. This document is not used for a specific job type.

Job Cost: A document that includes a breakdown of all costs associated with a job.
- Job types that use this document: All job types

Calendar: A simple document that shows the date a job is scheduled for, the name of the customer, the property address and crew notes for the job.
- Job types that use this document: All job types

II. Access & Edit Document Templates

Navigation

To access & edit your Document Templates, navigate to:

Admin >

Document Templates >

Select Edit next to the Document Type you wish to edit

Navigation Tutorial

Page Descriptions

Below is a list with descriptions of each page in the Document Template editor:

General Style: This section allows you to set the colors of the column headers on your document.

Header: This section allows you to make changes to the header portion of your document. Below, the first screenshot shows the setting options; the numbers noted to the left of each setting correspond to its placement in the Document itself.

Above Item: This section allows you to make changes to the items that appear beneath the header but above the Item List.

Item List Section: This section has several options that allow you to format how Line Items on Jobs/Visits show up on your document.

Additional Items: This section allows you to add Notes & Tags from the Job/Visit to your document.

Total Section: This section controls how Total Lines display on your document, including the Due Date & a display of the Client's Total Balance Due (across all unpaid Invoices). You can also edit the Terms Message here.
*Note: The Total Balance Due is currently not supported for CMB's or RUP's

Additional Info: This section contains options to include (or change) the Sales Rep, Assignee & Contacts information on the document. It also allows you to hide or change image sizes for Job Photos, Line Item Photos & Map Markers.

Footer: The footer includes information which will display at the bottom of the document. If you would like to replace the Footer Image with a standard file on all documents, refer to this article. Otherwise, make footer adjustments specific to each template in this section.

PDF: Follow this link for more information on attaching PDF's to your document templates

Preview: As you make changes to your documents, you can Preview the changes by selecting Preview & then selecting a Visit. You do not have to save the changes to see them reflected in the Preview. Hitting the green refresh button will update the preview with your latest selections.

Example Images

Header