Invoice and job sheet templates

The invoice template is largely the same as the quote template, but with a few important differences. The job sheet is an internal document for your removal crew with all the information they need on moving day.

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Creating a new template using "Based on"

Instead of starting completely from scratch, you copy an existing template and only adjust the differences.

Smart approach

1. First create a perfect quote template

2. Logo in the right place

3. Colours correct

4. Text correct

5. Variables filled in

6. Click New template

7. Choose "Based on" and select your quote template

8. The system copies the entire template (layout, logo, colours, structure)

9. Only adjust the specific elements that need to be different

Benefit: you don't have to set up your branding from scratch every time. The header, footer, logo and colours are already correct.

Tip: Don't create a separate template for every small difference. It's better to use conditional text in your template (see article 15d).

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Difference between the quote template and invoice template

The invoice template looks like the quote template, but with important differences:

Important: use the INVOICE LINES block

In your invoice template, you use the INVOICE LINES block instead of the QUOTE LINES block. This block shows the final invoice lines instead of the quote items.

Drag the INVOICE LINES block from the right-hand menu into your template, at the spot where the price table should go.

IBAN on the invoice, never on the quote

Your IBAN must be on the invoice template, so customers can pay. In the footer, you add the variable:

IBAN: #####{{ identity.iban }}

Note: Only put your IBAN on invoice templates, NEVER on quote templates. If customers see your IBAN on the quote, they sometimes pay immediately instead of waiting for the invoice. This creates administrative hassle.

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Payment terms

Private customers

Standard payment term: 14 days

Example text for the invoice:

We kindly request that you transfer the amount due within 14 daysto IBAN #####{{ identity.iban }} quoting invoice number#####{{ invoice.number }}.

Business customers

Standard payment term: 30 days

Example text for the invoice:

Payment within 30 days of the invoice date to account number#####{{ identity.iban }} quoting invoice number #####{{ invoice.number }}.

Tip: Do you have both private and business customers? Then create two invoice templates: "Invoice private" and "Invoice business". The difference lies in the payment term (14 vs 30 days) and possibly a reference field for business customers.

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Job sheet template

The job sheet is an internal document for your removal crew. It contains all the information they need on moving day.

What's on a job sheet?

• Addresses: Loading address and unloading address (with variables)

• Date and time: When does the job start?

• Customer details: Contact person's name and phone number

• Inventory: What needs to be moved (optional)

• Special instructions: Furniture hoist, parking suspension, narrow staircase, etc.

Difference from the quote and invoice

The job sheet contains no prices. It's purely a work order for your removal crew. They don't need to know what the customer is paying, only what needs to be done.

How do you create a job sheet template?

1. Click New template

2. Choose "Based on" and select your quote template

3. Remove the QUOTE LINES block (no prices on the job sheet)

4. Add the most important information:

5. Loading address: #####{{ quote.loadAddresses|trans }}

6. Unloading address: #####{{ quote.unloadingAddresses|trans }}

7. Date: #####{{ project.moving_date }}

8. Time: #####{{ project.moving_time }}

9. Contact person: #####{{ contact.first_name }} #####{{ contact.last_name }}

10. Phone number: #####{{ contact.phone }}

11. Optionally add a text block for notes/instructions

12. Give the template a clear name: "Job sheet"

Tip: The job sheet is an internal document. You can safely put information on it that isn't intended for the customer, such as internal notes or crew allocation.

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English-language templates

For international customers, you create separate templates in English.

Process

1. Click New template

2. Choose "Based on" and select your Dutch template

3. Translate all the body text into English

4. The variables stay the same - they automatically pull in the correct data

5. Give the template an English name: "Quote" or "Invoice"

What do you translate?

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Template per type of move

Some removal companies create separate templates per type of job:

Tip: Don't create too many templates. It's better to use conditional text (if-statements) in your template to turn text on/off based on the services chosen.

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Tips

• Create a perfect quote template first. Invest time in your first template. You copy all your other templates from it using "Based on".

• Test with a real scenario. Create a test case file, generate an invoice, and check the PDF. Is everything correct?

• INVOICE LINES for invoices. Don't accidentally use the QUOTE LINES block.

• IBAN only on the invoice. Never on the quote - otherwise customers pay too early.

• Adjust the payment term per customer type. 14 days private, 30 days business.

• Job sheet without prices. Your removal crew doesn't need to see what the customer is paying.

• "Based on" = copy function. Saves a lot of formatting work.

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Note

• IBAN on the quote = problem. Customers then pay too early, before the job has been carried out.

• Using the wrong line item block. The quote template has QUOTE LINES, the invoice template has INVOICE LINES.

• Creating too many templates. Use conditional text instead of 10 different templates.

• Not testing before use. Always test with a test case file before going live.

• Dummy data is normal. The editor shows example data that is automatically replaced during real use.

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Next step: Conditional text in templates