Custom invoice templates can be created in MS Word with the help of our Templates Add-on. The information in this article below covers the different fields and grouping options available for these custom Invoice Templates.
For further information on the managing and assigning these templates to your Service Contracts and Cases please refer to the article Managing Financial Templates.
Creating Your Invoice Templates in MS Word:
Your custom Invoice Templates are made up 3 elements:
Just like with Documentation Templates on IINSIGHT you can create custom Invoice templates within MS Word using our Templates Add-on to help populate the variables required whilst maintaining all the standard formatting features available within MS Word.
Each of these areas have their own variables outlined in more detail in the Invoice Template Variables section of this article below. Please note that only certain variables can be used in certain elements so it is important to review this section if you are having any issue with layout or population of variables on your templates.
Invoice Details
Invoice details can be placed anywhere in your invoice template (before or after the invoice table, in headers, footers etc.).
An example of how you can use these can be seen in the image below where we have set out the top section of an invoice containing the Bill To's address details etc. in MS Word:
Invoice Table
The invoice table is where your line items and totals etc. will be displayed for the invoice.
Only 1 row of variables is required to be created in the table for your line items, and an example of a standard invoice table can bee seen in the image below:
Some of the variables used are quite long so don't worry if these linewrap when entering them into your table as can be seen in the example above. Just create your column widths based on the contact that will be populated into them and this will then resolve and look correct when the invoice data in input into them.
IMPORTANT NOTE:
There are 3 different grouping options that can be applied to your invoice when you upload them to IINSIGHT, which are outlined further in the section on Uploading a New Invoice Template.
It is important to keep in mind the grouping you will wish to apply when creating your invoice table in the template as some column variables are not suitable for certain grouping types. An example of this would be the "Description" variable as this able to be used to on a "Standard" or "Charge Code, Description, and Date" invoice grouping, but NOT a "Charge Code and month" grouping layout.
If a variable is not suitable for a certain grouping option it is outlined in the description of the variable in the Invoice Template Variables as well as the Template Add-on application. |
Invoice Breakdown
It is possible to append a full breakdown off all the activities and items that make up an invoice at the end of your main invoice independent to the columns or grouping that is being applied to your invoice table.
This is perfect for clients that wish to have more information supplied on the elements that make up an invoice, but still need a simpler invoice "front page" for their accounts.
When entering the Invoice Breakdown variables these MUST be within a table (however you can also still use any of the Invoice Details variables if required outside of this), and example of this can be found in the image below:
This Invoice Breakdown can be easily separated from the main invoice with the use of a "page break" before any breakdown information and also different page formatting can then be used (such as landscape page orientation if a wider table is required for more information), just on this section.
Adding a new Invoice Template
When your Invoice template(s) have been created uploading them to IINSIGHT is very simple and is done in the main Templates area of the system using the New button under the Financial Templates tab:
This will then open the New Finance Template window for you to upload your invoice template file as well as enter the details and set the grouping options:
Name is the name that you wish to apply to your new invoice template.
Template Description allows you to enter a short text description which can be viewed in the Templates table to help with admin and management of your finance templates.
Template Type needs to be set to "Invoice" when uploading an invoice template.
Grouping allows you to set the grouping option for the financial data outlined in the Invoice Table. 3 Options are given:
Standard Invoice | This option will outline every activity or item entered as a single line item on the invoice. |
Charge Code, Description and Date | This option will group any activities or items into a single line item in the invoice table that are on the same date and have the same Charge Code and Description. |
Charge Code and Month | This option will group any activities or items into a single line entry that are within the same month and have the Same Charge Code |
Subtotal by allows you to select a subtotal ordering option of either nothing "-", or "Charge Code". Please note if grouping by "Charge Code" this will want to be set to nothing.
Order by is only available to be selected if the "Standard Invoice" grouping option is selected and then this can either be set to:
Date and Charge Code | This will order the line items on the invoice first by date (oldest to newest) and then by Charge Code (A to Z). |
Date and Description | This will order the line items on the invoice first by date (oldest to newest) and then by Description (A to Z). |
Template File allows you to either "drag and drop" or browse for your template file to upload it to your IINSIGHT system.
To complete the creation process after all required details have been entered, click "OK".
For further information on managing and assigning your templates please refer to the article Managing Financial Templates.
Invoice Template Variables
In the Templates Add-on you will notice that there are several tabs that run across the top of the application. Please note that ONLY the variables available within the Invoice Templates Fields tab are able to be used in your Invoice Templates:
Invoice Detail Variables:
The following Invoice Template Field variables for your "Invoice Details" can be used anywhere on your Invoice Template:
Invoice Template Field | Variable | Description |
Assigned To (Consultant ID) | %%CONSULTANTID%% | The consultant ID of the "Assigned To" employee/ user on the case |
Assigned To (Email) | %%ASSIGNEDTOEMAIL%% | The email address of the current "Assigned To" employee/user on the case |
Assigned To (Job Title) | %%ASSIGNEDTOJOBTITLE%% | The job title of the "Assigned To" employee/user on the case |
Assigned To (Medicare Provider No) | %%CONSULTANT.MEDICARE%% | The medicare provider no. of the "Assigned To" employee/user on the case |
Assigned To (Name) | %%ASSIGNEDTO%% | The full name (excluding title) of the "Assigned To" employee/user on the case |
Assigned To (Provider Number) | %%CONSULTANTPROVIDERNUMBER%% | The provider registration number of the "Assigned To" employee/user on the case |
Bill To (ABN / Company No.) | %%COMPANY.ABN%% | The invoicee's (Bill To's) ABN / Company Number |
Bill To (Company name) | %%BILLTOCOMPANYNAME%% | The invoicee's (Bill To's) company name |
Bill To (Email) | %%EMAIL%% | The invoicee's (Bill To's) contact's email address |
Bill To (Fax) | %%FAX%% | The invoicee's (Bill To's) contact's fax number |
Bill To (Full Address) | %%BILLTOFULLADDRESS%% | The invoicee's (Bill To's) full address |
Bill To (Full Name) | %%BILLTOFULLNAME%% | The invoicee's (Bill To's) contact's full name |
Bill To (Phone 1) | %%BILLTOPHONE1%% | The invoicee's (Bill To's) contact's primary phone number |
Bill To (Position) | %%BILLTOPOSITION%% | The invoicee's (Bill To's) contact's position |
Case Number | %%CASENUMBER%% | The case number of the case. |
Claim Number | %%CLAIMNO%% | The "Claim Number" case field information |
Client (Date Of Birth) | %%DATEOFBIRTH%% | The client's date of birth |
Client (Full Address) | %%CLIENTFULLADDRESS%% | The clients full contact address "location" on the case |
Client (Full Name) | %%FULLNAME%% | The client's full name |
Contract Number | %%CONTRACT.NO%% | The "Contract Number" case information |
Date Occurred | %%CONDITIONDATE%% | The date "Occurred" case field information (for the Condition/Injury) |
Date Of Referral | %%DATEOFREFERRAL%% | The date "Referred on" case field information |
Doctor Name | %%DOCTOR%% | The "Doctor Name" case field information |
Doctor Provider Number | %%DOCTOR.PROVIDER.NO%% | The "Prov. No." case field information (relating to the "Doctor" case field") |
Employer (Address) | %%EMPLOYERFULLADDRESS%% | The "Employer" contact's full address |
Employer (Company Name) | %%EMPLOYER%% | The "Employer" contact's company name |
Internal Case No | %%INTERNAL.CASENO%% | The "Internal Case No." case field information |
Invoice Date | %%DATEOFISSUE%% | The date of the invoice |
Invoice No. | %%INVOICENO%% | The invoice number |
Invoice Notes | %%INVOICE.NOTES%% | The invoice note |
Invoice Payment Terms | %%PAYMENTTERMS%% | The invoice payment terms |
Medicare / NI Number | %%MEDICARENO%% | The "Medicare/National Insurance Number" case field information |
Nature of Injury/Condition | %%CONDITION%% | The "Nature of Injury/Nature of Condition" case field information |
Participant Number | %%PARTICIPANT.NO%% | The "Participant No." case field information |
Plan Amount Approved | %%PLAN.AMOUNT.APPROVED%% | The total value approved on the current active plan on the case |
Plan Amount Remaining | %%PLAN.AMOUNT.REMAINING%% | The total value remaining on the current active plan on the case |
Plan Approval Number | %%APPROVAL.NUMBER%% | The "Approval Number" of the current active plan |
Plan Billed To Date | %%PLAN.BILLED.TO.DATE%% | The total value billed to date against the current active plan on the case |
Plan Date Range | %%PLAN.DATES%% | The date range of the current active plan on the case |
Plan End Date | %%ESTIMATEFINISH%% | The end date of the current active plan on the case |
Plan Paid To Date | %%PLAN.PAID.TO.DATE%% | The total value paid to date against the current active plan on the case |
Plan Start Date | %%ESTIMATESTART%% | The start date of the current active plan on the case |
Provider Number | %%PROVIDER%% | The "Provider Number" case field information |
Purchase Order | %%PURCHASE.ORDER%% | The invoice / case "Purchase Order No." |
Referral Category | %%REFERRAL.CATEGORY%% | The "Referral Category" case field information |
Referred by | %%REFERRALSOURCE%% | The "Referred By" case field information |
Referrer (Name) | %%REFERRERFULLNAME%% | The "Referrer" contact's full name |
Referrer (Provider No) | %%REFERRER.PROVIDER.NO%% | The "Referrer" contact's provider number |
Services Provided To | %%SERVICE.PROVIDED.TO%% | The "Services provided to" case field information |
Team Provider Number | %%TEAMPROVIDERNUMBER%% | The "Provider Number" of the Team assigned to the case |
Invoice Table Variables
The below Invoice Template Fields can ONLY be used in a table containing the financial line items on the invoice:
Invoice Template Field | Variable | Description |
Invoice Table - Assigned To | %%PROVIDER.NAME.COST%% | The name of the "Assigned To" employee/user on the case for the invoice line item |
Invoice Table - Case No | %%COSTCASE%% | The case number of the invoice line item |
Invoice Table - Charge Code | %%CODE%% | The "Charge Code" of the invoice line item |
Invoice Table - Claim No | %%COSTCLAIM%% | The "Claim Number" on the case for the invoice line item |
Invoice Table - Cost Date | %%DATE%% | The "Date" of the invoice line item |
Invoice Table - Cost ID | %%COSTS.RECORD_ID%% | The "Cost ID" of the invoice line item (will only work properly with "Standard" invoice grouping) |
Invoice Table - Description | %%DESCRIPTION%% | The "Description" of the invoice line item (will not work properly with "charge code and month" invoice grouping) |
Invoice Table - Details | %%COST.DETAILS%% | The "Details" of the invoice line item (will only |
Invoice Table - Employee | %%EMPLOYEE.NAME.COST%% | The full name of the employee/user assigned to the invoice line item (will only work properly with "Standard" invoice grouping) |
Invoice Table - File Note | %%NOTES%% | The "File Notes" of the invoice line item (will only work properly with "Standard" invoice grouping) |
Invoice Table - Line Exc Tax | %%EXGST%% | The value excluding tax for the invoice line item |
Invoice Table - Line Tax | %%GST%% | The value of tax for the invoice line item |
Invoice Table - Line Total | %%COSTS.AMOUNT%% | The total value of the invoice line item |
Invoice Table - Qty / Durn | %%TIME%% | The quanity or duration of the invoice line item |
Invoice Table - Rate | %%RATE%% | The "Rate" of the invoice line item (this will recalculate based on Qty / Durn if invoice line item grouping is performed across different rates) |
Invoice Table - Service | %%CODE.SERVICE%% | The "Charge Code" and "Description" of the invoice line item shown as Code:Description (will not work properly with "charge code and month" invoice grouping) |
Invoice Total Amount Payable | %%AMOUNT%% | The total value of the invoice |
Invoice Total Duration | %%TOTAL.DURATION%% | The invoice total duration (hh:mm) |
Invoice Total Exc Tax | %%EXCGST.AMOUNT%% | The total value of the invoice exclusing tax |
Invoice Total Quantity | %%TOTAL.QTY%% | The invoice total quantity (units/items) |
Invoice Total Tax | %%GST%% | The total value of tax on the invoice |
Total Billed To Date | %%TOTAL.BILLED.TO.DATE%% | The total value billed to date on the case to the current "Bill To" |
Total Paid To Date | %%TOTAL.PAID.TO.DATE%% | The total value paid to date on the case by the current "Bill To" |
Total Reimbursements | %%TOTAL.REIMBURSEMENT%% | The total value of any reimbursements raised against the invoice |
Invoice Breakdown Variables
The below Invoice Template Fields can ONLY be used in a table containing the breakdown details of the line items on the invoice:
Invoice Template Field | Variable | Description |
Breakdown - Activity / Item Name | %%B_ACTIVITY_ITEM_NAME%% | The "Description" of the line item in the invoice breakdown |
Breakdown - Charge Code | %%B_CHARGE_CODE%% | The "Charge Code" of the line item in the invoice breakdown |
Breakdown - Cost Details | %%B_DETAILS%% | The "Details" of the line item in the invoice breakdown |
Breakdown - Cost ID | %%B_COST_ID%% | The "Cost ID" of the line item in the invoice breakdown |
Breakdown - Date Of Cost | %%B_DATE_OF_COST%% | The "Date" of the line item in the invoice breakdown |
Breakdown - Emp. Role | %%B_ROLE%% | The "Role" of the employee/user assigned to the line item in the invoice breakdown |
Breakdown - Employee | %%B_EMPLOYEE%% | The "Employee/User" assigned to the line item in the invoice breakdown |
Breakdown - File Note | %%B_NOTES%% | The "File Notes" of the line item in the invoice breakdown ("Privileged" notes will be excluded) |
Breakdown - Line Ex Tax | %%B_SUBTOTAL%% | The total value excluding tax of the line item in the invoice breakdown |
Breakdown - Line Tax | %%B_VAT%% | The total value of tax of the line item in the invoice breakdown |
Breakdown - Line Total | %%B_TOTAL%% | The total of the line item in the invoice breakdown |
Breakdown - Qty / Durn | %%B_DURATION_QUANTITY%% | The "Quantity/Duration" of the line item in the invoice breakdown |
Breakdown - Rate | %%B_RATE%% | The "Rate" of the line item in the invoice breakdown |