You can use tags in the PDF templates, emails, and in the notes and section notes of an Invoice.
Sample Invoice PDF Templates
See some example PDF Invoice templates here.
Changing What Appears on Your Document with Tags
You can change how the PDF will look by downloading and editing the Word document that is the 'template'. You can make the template show the data by inserting 'tags'. These are replaced with data when Zigaflow creates and previews your document. Once you have updated your document in Word you need to upload.
Mixing Tables
If you need to show more details on some items but less on others (such as product finishes, or mixing product sales with maintenance and support contracts) you can do this with the PDF Groups functionality.
How Tags work
All the tags except those marked as 'Invoice Items' and 'Invoice Sections' will generally appear just once in your document. You can have them multiple times if you wish, but they will repeat the same data (i.e. a client's name).
'Invoice Items' and 'Invoice Sections' need to be inside a Word table in order to expand correctly with the different line items in your Invoice. To understand more on how the system manages these templates see here.
Editing PDF Templates
This video takes you through the process. Use the tags references below to make sure the PDF template includes the information you want to show.
Using Tags on Emails
This works the same way except where a link is used, for example to a client page or referring to the invoice's edit page. See this article:
Including Links to Quotes, Jobs etc. in your Emails
More on Templates
Read about how to manage tables and images here.
Troubleshooting
If you have a problem with the PDF templates please see this article:
Tags List
Invoice Information
| Tag | Description |
|---|---|
| {BusinessName} | Your business name. |
| {BusinessLogo} | Replaces tag with the image of your business. |
| {BusinessAddress1} | Address line 1 from your business address. |
| {BusinessAddress2} | Address line 2 from your business address. |
| {BusinessAddress3} | Address line 3 from your business address. |
| {BusinessTown} | Town from your business address. |
| {BusinessCounty} | County from your business address. |
| {BusinessPostcode} | Postcode from your business address. |
| {BusinessCountry} | Country from your business address. |
| {BusinessTelephone} | Telephone number from your business contact information. |
| {BusinessMobile} | Mobile number from your business contact information. |
| {BusinessEmail} | Email from your business contact information. |
| {BusinessWebsite} | Website URL from your business contact information. |
| {BusinessFax} | Fax number from your business contact information. |
| {BusinessVAT} | VAT number from your business details |
| {BusinessRegistrationNumber} | Registration number from your business details |
| {ProjectDescription} | The description of the project the invoice may be allocated to |
| {ProjectNumber} | The project number if one is associated |
| {ClientContactName} | Name from invoice client contact |
| {ClientContactTitle} | Title of the invoice client contact |
| {ClientContactFirstName} | First name of the invoice client contact |
| {ClientContactLastName} | Last name of the invoice client contact |
| {ClientContactTelephone} | The telephone number from invoice client contact. |
| {ClientContactMobile} | The mobile number from invoice client contact. |
| {ClientContactEmail} | Email from invoice client contact. |
| {ClientCustomField} | For CRM Company custom fields, e.g. 'MyField' should be {ClientMyField} |
| {ClientContactCustomField} | For CRM contact custom fields, e.g. 'MyField' should be {ClientContactMyField} |
| {ClientContactAddress1}, {ClientContactAddress2}, {ClientContactAddress3}, {ClientContactTown}, {ClientContactPostcode}, {ClientContactCountry} | The details of the contact, not the company they may be associated to |
| {InvoiceName} | Name from the invoice address |
| {InvoiceAddressReference} | Address reference |
| {InvoiceAddress1} | Address line 1 from the invoice address. |
| {InvoiceAddress2} | Address line 2 from the invoice address |
| {InvoiceAddress3} | Address line 3 from the invoice address |
| {InvoiceTown} | The town from the invoice address |
| {InvoiceCounty} | County from the invoice address |
| {InvoicePostcode} | Postcode from the invoice address |
| {InvoiceCountry} | Country from the invoice address |
| {InvoiceTelephone} | The telephone number from the invoice address. |
| {InvoiceMobile} | The mobile number from the invoice address. |
| {InvoiceEmail} | Email from the invoice address. |
| {DeliveryName} | Name from invoice delivery address |
| {DeliveryAddressReference} | Delivery address reference |
| {DeliveryAddress1} | Address line 1 from invoice delivery address. |
| {DeliveryAddress2} | Address line 2 from invoice delivery address |
| {DeliveryAddress3} | Address line 3 from invoice delivery address |
| {DeliveryTown} | Town from invoice delivery address |
| {DeliveryCounty} | County from invoice delivery address |
| {DeliveryPostcode} | Postcode from invoice delivery address |
| {DeliveryCountry} | Country from invoice delivery address |
| {DeliveryTelephone} | Telephone number from invoice delivery address |
| {DeliveryMobile} | Mobile number from invoice delivery address |
| {DeliveryEmail} | Email from invoice delivery address |
| {InvoiceTitle} | "PRO FORMA INVOICE" or "INVOICE" depending on invoice type |
| {InvoiceNumber} | The number, including version, assigned to the invoice |
| {ClientName} | The name of the client invoice is assigned to |
| {ClientReference} | The client reference entered into the invoice details |
| {ClientAccountReference} | The account reference of client assigned |
| {ClientPaymentTerms} | The payment terms you offer this client |
| {ClientCustomField} | Where the CustomField is the tag for a custom field you have set up for the clients. E.g. {ClientVATNumber} |
| {OrderClient} | Order client - useful if the invoiced client is different |
| {OrderContactName} | Order client contact- useful if the order contact is different |
| {OrderContactTelephone} | Order client contact- useful if the order contact is different |
| {OrderContactEmail} | Order client contact- useful if the order contact is different |
| {PoNumber} | The purchase order (PO) number entered into the invoice details. |
| {Description} | The description entered into the invoice details. |
| {ContactName} | The name of the user assigned to the invoice. |
| {ContactTelephone} | The telephone number of the user assigned to the invoice. |
| {ContactCellPhone} | The cellphone number of the user assigned to the invoice. |
| {ContactEmail} | The email address of the user assigned to the invoice. |
| {Notes} | The client notes entered into the invoice details. |
| {DateCreated} | The creation date of the invoice. e.g. 01/01/2018 |
| {DateCreatedLong} | The creation date of the invoice. e.g. 1 January 2018 |
| {DateInvoice} | The invoice date of the invoice. e.g. 01/01/2018 |
| {DateInvoiceLong} | The invoice date of the invoice. e.g. 1 January 2018 |
| {DatePayment} | The payment date of the invoice. e.g. 01/01/2018 |
| {DatePaymentLong} | The payment date of the invoice. e.g. 1 January 2018 |
| {DateExported} | The exported date of the invoice. e.g. 01/01/2018 |
| {DateExportedLong} | The exported date of the invoice. e.g. 1 January 2018 |
| {Labour} | The total labour of the invoice. |
| {LabourHours} | The total number of labour hours of the invoice. |
| {LabourTime} | The total number of labour hours of the invoice in time format. Example: 2.5 hours becomes "2:30" |
| {LabourTimeLong} | The total number of labour hours of the invoice in long time format. Example: 2.5 hours becomes "2 hours 30 mins" |
| {Net} | The net total of the invoice items. |
| {VAT} | The total VAT of the invoice items. |
| {Total} | The total price of the invoice items. |
| {TotalPaid} | Total paid by the client against the invoice (QuickBooks only) |
| {TotalBalance} | The remainder to be paid (QuickBooks only) |
| {LinkedJobNet} | The net total of the job that the invoice is created from. This is useful for showing the total order value when you are part invoicing |
| {LinkedJobTotal} | The gross (net+tax) total of the job that the invoice is created from. This is useful for showing the total order value including taxes when you are part invoicing |
| {Currency} | The currency of the invoice |
| {PriceListname} | The name you have given to the price list |
| {ReviewLink} | Link to review page where the client can sign. This can be used in the PDF or email but needs to be set up as a hyperlink |
| {InternalLink} | Link to the edit page but only accessible to logged-in users. Needs to be set up as a hyperlink. It can be added to emails. |
| {AssociatedQuotation} | The quotation number of the associated quotation. |
| {AssociatedJob} | The job number of the associated job. |
| {AssociatedDeliveryNote} | The delivery note number of the associated delivery note. |
| {Image1}, {Image2},etc. | The images that added to the invoice (not to the section or item). |
| {LinkedQuotations} | Lists all the linked quotations (e.g. Q1002, Q1004, etc.) |
| {LinkedJobs} | Lists all the linked jobs (e.g. J2002, J2004, etc.) |
| {LinkedDeliveryNotes} | Lists all the linked delivery notes(e.g. DN1035, DN1038, etc.) |
| {LinkedPurchaseOrders} | Lists all the linked purchase orders(e.g. P1012, P1013, etc.) |
| {LinkedContracts} | Lists all the linked contracts (e.g. C3021, C3021, etc.) |
|
{LinkedJobsQuotations}
|
Lists all the quotes linked to the job that the invoice is linked to. If two more jobs are linked to the invoice it will only use the linked quotations from the first one. |
| {TaxSummary} |
Identifies a table that is used to list all the tax codes and amounts shown. It can show the name, taxable value and the tax value, e.g.: Name 20% 'Tax on Sales' / Net:€100 / Tax:€20 |
| {ItemTaxName} | The name of the tax item (e.g. 20% Tax on Sales) |
| {ItemTotal} | The net total of all the items taxed at this rate - this is different to the ItemTotal in a standard table |
| {ItemTaxPrice} | The value of the tax for that name. |
| {Image1}, {Image2},etc. | The images that added to the quote (not to the section or item) |
Invoice Sections
| Tag | Description |
|---|---|
| {SectionName} | The name of the invoice section. |
| {SectionImage} | Replaces tag with the image added to a section. Use the tags {SectionImage1}, {SectionImage2}, etc for multiple images. |
| {SectionNotes} | The notes of the section. |
| {SectionLabour} | The total labour of the invoice section. |
| {SectionLabourHours} | The total number of labour hours of the invoice section. |
| {SectionLabourTime} | The total number of labour hours of the invoice section in time format. Example: 2.5 hours becomes "2:30" |
| {SectionLabourTimeLong} | The total number of labour hours of the invoice section in long time format. Example: 2.5 hours becomes "2 hours 30 mins" |
| {SectionCost} | The total cost of the invoice section. |
| {SectionNet} | The total net price of the invoice section. |
| {SectionVAT} | The total VAT of the invoice section. |
| {SectionTotal} | The total price of the invoice section. |
| {SectionIncludedInTotal} / {SectionNotIncludedInTotal} | The displays the text "Included in Total" / "Not included in Total" depending on whether the section is marked to be included in the total. |
| {SectionIncludedInTotalYesNo} | The displays the text "Yes" or "No" depending on whether to Include the Section in the invoice price |
Invoice Items
| Tag | Description |
|---|---|
| {ItemImage} | Replaces tag with the image of the invoice item. Use the tags {ItemImage1}, {ItemImage2}, etc for multiple images. |
| {ItemCode} | The product code of the invoice item. |
| {ItemDescription} | The description of the invoice item. |
| {ItemCategory} | The category text taken from the item, on the Products page, that shares the same Product Code. |
| {ItemUnit} | The unit text of the invoice item. |
| {ItemQty} | The quantity of the invoice item. Kit Items appear with an 'X' by default. |
| {ItemQtyDash} | The quantity of the invoice item. Kit Items appear with a dash '-' instead of an 'X'. |
| {ItemQtyNone} | The quantity of the invoice item. Kit Items appear with no additional elements. |
| {ItemLabourName} | The labour name of the invoice item. |
| {ItemLabourRate} | The labour rate of the invoice item. |
| {ItemLabourHours} | The total number of labour hours of the invoice item. |
| {ItemLabourTime} | The total number of labour hours of the invoice item in time format. Example: 2.5 hours becomes "2:30" |
| {ItemLabourTimeLong} | The total number of labour hours of the invoice item in long time format. Example: 2.5 hours becomes "2 hours 30 mins" |
| {ItemVAT} | The VAT percentage of the invoice item. |
| {ItemVATPrice} | The VAT price of the quotation item. |
| {ItemPrice} | The price of the invoice item. |
| {ItemTotal} | The net total price of the invoice item. |
| {ItemGross} | The total price (Net + VAT) of the invoice item. |
| {ItemMainSupplier} | The name of the main supplier - if no one supplier is marked as such it will be blank |
| {ItemCustomField} | Where CustomField is the tag of a field you have set up for items and therefore appear in the item lines |
Part Invoiced Item Tags
When an invoice is created using the part invoicing functionality in Zigaflow the percentage per item is visible on the edit screen. To show this and other values on the PDF use these tags:
| {ItemPIPercentagePrice} | The percentage that is charged on this invoice for this item |
| {ItemPIPrice} | The percentage of the price on this invoice of the item (e.g. the item is $100 and the part invoice is for 40% so this is $40.00 |
| {ItemNonPITotal} | The total for the item if it was not on a part invoice (Item Price x Qty) |
QuotationItem Product Details
| Tag | Description |
|---|---|
| {ItemDetailedDescription} | The detailed description text taken from the item, on the Products page, that shares the same Product Code. |
Custom Fields
Tags: invoice tags, invoice PDF