How to Create and Use Invoice Templates

If you frequently create similar invoices, using invoice templates can save you time and streamline your workflow. This guide walks you through creating and using invoice templates in a few simple steps.

Step 1. Access Invoice Templates

1. Open the CRM section.
2. Select a Company or Wholesaler from your CRM.
3. Navigate to the Invoices area where you can access the option for invoice templates.

Step 2. Create an Invoice Template

1. Start by creating a new invoice.
2. Add the products or services that are commonly included in this type of invoice:
   • For example, if you often sell the same three products, add those to the invoice.
3. Specify any recurring details, such as quantities or other standard information.

Step 3. Save the Invoice as a Template

1. Once the invoice is set up the way you want, save it as a template:
   • Look for the Save as Template option.
2. Name the template to make it easily identifiable for future use (e.g., "Sample Order Template").

Step 4. Use the Template for Future Invoices

1. When creating a new invoice for a similar scenario:
   • Select the Invoice Templates option.
   • Choose the saved template from the list.
2. The invoice will populate with the saved details, providing a foundation you can adjust as needed.

Step 5. Customize as Necessary

1. If you need to make changes to the template for a specific invoice, modify the details after selecting the template.
2. Save or send the invoice as usual.

Key Takeaways

• Invoice templates are found from a company or wholesaler in your CRM.
• Build the invoice once with the products and quantities you use repeatedly, then save it as a template.
• Applying a template fills in the invoice in one click, and you can still edit anything before saving or sending.
• Templates work best as a foundation, such as a standard opening order for new wholesale accounts.

Why Use Invoice Templates?

Repetitive invoices are where small mistakes add up: a missed line, a wrong quantity, a product entered under the wrong SKU. Each one can mean a short shipment, a corrected invoice and an extra back-and-forth with the customer.

Templates take the retyping out of the process. Your standard orders are built once, checked once and reused, so every new invoice starts from the same accurate foundation. That makes invoicing faster for your team, keeps orders consistent across sales reps, and gives new wholesale accounts a smooth first experience with your brand.

Example: A Standard Order for New Wholesalers

Say every new wholesale account starts with the same sample order: the same three products, in the same quantities. Without a template, someone on your team re-enters those lines for every new account, which is slow and easy to get wrong.

With a template, you set up that sample order once and save it. The next time you sign a new wholesaler, you open their company in the CRM, apply the template, and the invoice is ready. If one buyer wants an extra product or a different quantity, you adjust that line and leave the rest as is.

Ideas for Invoice Templates

• Opening orders for new wholesale or retail accounts.
• Sample or starter kits you send to prospects.
• Trade show specials, so booth orders can be written in seconds.
• Repeat orders from customers who buy the same mix every month or season.
• Bundles that combine products with a standard service or setup charge.

Tips for Getting the Most From Templates

• Use clear names. A name like "New Wholesaler Starter Order" is easier to find than "Template 3."
• Review templates when products change. If a SKU is discontinued or a price changes, update the template so new invoices stay accurate.
• Keep templates focused. Several small, specific templates are usually easier to use than one large template that always needs heavy editing.
• Check stock before you send. A template fills in quantities, but it's still worth confirming you have the inventory to ship.

Common Questions

Can I change an invoice after applying a template? Yes. The template is a starting point. You can add, remove or edit lines before you save or send the invoice.

Where do I find invoice templates? Select a company or wholesaler in your CRM, and you'll see the option to use invoice templates.

Can I use templates at trade shows? Yes. Templates pair well with on-site invoicing. See How to Create and Process a Trade Show Invoice in Luminous. For more invoice formatting, see How to Create a Structured and Subtotaled Invoice.

By setting up and utilizing invoice templates, you can significantly reduce repetitive work and enhance your efficiency when managing recurring orders or clients.