Setting up PDF templates

You can create customisable invoice and quote templates to send directly from Projectworks to your customers.

Follow our easy step by step guide “How to add MergeFields” below to get started. You can also learn what tables and fields are allowed for each template type.

 

You can find more information about how to manage your templates and how they work inside Projectworks by following this link →

How to add MergeFields

Dynamic content on template uses Microsoft Fields. It’s worth familiarising yourself with the steps needed to get any new content working correctly as it’s not as simple as typing the field ID directly into the document.

1. Open your Microsoft Word document and navigate to the location where you want to insert a MergeField.

2. Click on the "Insert" tab in the top menu, and select "Quick Parts" and then "Field."

3. In the "Field Names" selection box, choose "MergeField."

4. In the "FieldName" input box, type in the name of the field that you want to insert. It is important to note that the field name should be entered without any formatting.

5. Click "OK" to insert the MergeField into your document.

6. It's a good practice to preview the document before finalizing it, to make sure that the data is correct and the document looks as expected.

MergeFields are case-sensitive, so make sure that you enter the field names exactly as they appear in from our field options lists.

In addition to dynamic fields there are a few ‘start’ and ‘end’ fields which delineate repeating rows, e.g. repeating line items. Make sure the table row start and end fields are included in the actual invoice structure. Missing one or the other will result in an error when uploading the template (you’ll be prompted which field is missing).

 

In most cases an invoice is simply a collection of identifying data (such as organisation, company, billing contact, invoice number etc and of course the details of what needs to be paid). We have provided you with a wide range of options for adding dynamic content to your invoice template. The available options are as follows:

 

Template types

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We have organised our available fields into distinct groups for each template type to facilitate the creation of your personalised templates. Additionally the Invoice Breakdown tables can also be used to customise your invoice templates.

Use the navigation links below to find the fields for your template type.

• Invoices
• Invoice Breakdown
• Quotes
• Purchase Orders

 

Invoicing tables and fields

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Invoicing: Your organisation

Your organisation
Available Fields	Description
OrgCurrency	Currency abbreviation (e.g. “NZD”)
OrgName	Your company name.
OrgAddressLine1, OrgAddressLine2,                OrgAddressLine3, OrgAddressLine4	Your companies address lines
OrgCountryName	Your companies country name
OrgPhoneNumber	Your companies phone number
OrgWebsite	Your companies website URL
FooterLine1, FooterLine2, FooterLine3	The footer lines are used to display your business details, such as Bank Account, Business No, SWIFT code (as is relevant).

Invoicing: Billing contact details

Sourced from each contact in Contact > Settings > Invoicing

Billing contact details
Available Fields	Description
ContactName	Contact name for the company being              invoiced.
ClientEmailAddress	Contact email address for the company   being invoiced.
ClientAddress1, ClientAddress2,                        ClientAddress3	Address of the company being invoiced.
ClientCity	City of the company being invoiced.
ClientPostCode	Postcode of the company being invoiced.
ClientCountry	Country of the company being invoiced.

Invoicing: Company details

Sourced from each company in Company > Settings > General

Company details
Available Fields	Description
ClientName	The Company Name being invoiced.
ClientTaxNumber	The Company Tax Number for invoicing.
ClientFinanceEmail	The Company finance email address (e.g        accounts@acme.com)
FinanceNotes

Invoicing: Project details

Project details
Available Fields	Description
ProjectNumber	The unique number associated with a              project.
ProjectName	The project name for your client.

Invoicing: Invoice details

Invoice details
Available Fields	Description
InvoiceTitle	The document heading (e.g. “Tax Invoice”).
InvoiceDate	The date the invoice was issued
InvoiceNumberTitle, InvoiceNumber	Sourced from Settings > Numbers >                  Invoices. Or, per invoice
TaxNumberTitle, TaxNumber	Sourced from Settings > Organisations            >Edit organisation
ReferenceNumberTitle, ReferenceNumber	Sourced from “PO Number / Ref” input field   when creating an invoice
AccountManagerTitle,                                          AccountManagerName	Sourced from Company > Settings > General
InvoiceDescription	This is your Invoice Heading
SubTotalAmountTitle, SubTotalAmount	This is the subtotal of invoiced work before    tax.
TotalAmountTitle, TotalAmount	This is the total invoice amount inclusive of   tax.
DueDate	The Invoice Due Date.
PaymentDetailsTitle
PaymentNoteText	Will return "Payment is due on the"                  followed by the due date of the invoice
PaymentCurrency	Currency abbreviation (e.g. “NZD”)

Invoicing: Invoice table

Invoice table (rows)
Available Fields	Description
TableStart:InvoiceLines	← (This must be in the first cell of the row and be in front     of any other field name)
InvoiceLineDescription	This is the name of your budget line.
Qty	This is the quantity of hours or days worked.
Rate	This is the rate applied to your budget line.
TaxName	Name of the tax applied (E.g. GST or VAT)
TaxRate	The tax rate applied to the budget line.
InvoiceLineAmount	The amount of the budget line to be included in the               invoice.
TableEnd:InvoiceLines	← (This must be at the end of the last cell of the row)
Invoice table (headers)
Available Fields	Description
RateCurrency	Currency abbreviation (e.g. "NZD". Used in conjunction         with Rate Title)
OfficeCurrency	Currency abbreviation (e.g. "NZD". Used in conjunction         with Amount [Static Header]).
QtyTitle	Dynamic column heading that pulls in the correct unit selected in the Invoice Settings for the project (Hrs or Days) when T&M billing method is in use

Invoicing: Budget table

There is a specific set of fields that are used to populate columns for each budget line. Totals for each column can also be inserted, there is a separate set of fields for that purpose.

Budget table (rows)
Available Fields	Description
TableStart:BL	← (This must be in the first cell of the row)
#
BudNme	Budget name
BudAmt	Budget amount
ComAmt	Total amount complete (up to invoice date) from each budget         forecast
Com%	Total % complete (up to invoice date) from each budget forecast
InvPrv	The amount that has been invoiced previously for each budget
InvPrv%	Calculated as InvPrv divided by BudAmt for each budget
InvCur	The amount invoiced on the current invoice for each budget
InvCur%	Calculated as InvCur divided by BudAmt for each budget
InvToDate	The total invoiced (including current invoice) for each budget
InvToDate%	Calculated as InvToDate divided by BudAmt for each budget
BudBal	Calculated as BudAmt less the total of forecasts prior to the           month of the invoice for each budget
BudRemain	Calculated as BudAmt less InvToDate for each budget
TableEnd:BL	← (This must be at the end of the last cell of the row)
Budget table (totals)
Available Fields	Description
BudTot	The sum of the fees of all budget amounts (BudAmt)
ComTot	The total amount (dollar value) complete in the forecasts (up         to invoice date)
InvPrvTot	The total invoiced previously
SubTotalAmount	The total of the current invoice
InvToDateTot	The total invoiced (including current invoice)
InvToDateTot%	The total invoiced as a percentage of the budget (invoiced /             budget)
BudBalTot	Calculated as BudTot less the total of forecasts prior to the             month of the invoice
BudRemainTot	Calculated as ButTot less InvToDateTotal (total budget less             total invoiced)
Com%	The total % complete in the forecasts (up to the invoice date)
InvCur%	The total % completed based off invoices. Calculated as InvCur       divided by BudTot

To support the budget line level fields, totals can also be used for each of the columns. these are independent of the contents of each cell of the table, and are inserted as specific fields.

Tax table
Available Fields	Description
TableStart:TaxLines	← (This must be in the first cell of the row)
TaxLineDescription	Description of the tax being collected (e.g. "GST")
TaxLineAmount	The amount of tax on the invoice. Calculated (Subtotal of all           budget lines x tax rate)
TableEnd:TaxLines	← (This must be at the end of the last cell of the row)

Invoicing: Rate table

Rate table
Available Fields	Description
TableStart:RT	← (This must be in the first cell of the row)
Name	The name of the employee with a time entry to the invoice.
Quantity	The number of hours or days captured as worked by employees in their   time entries, associated with a timecode included in the invoice.
Rate	The billing rate for the employee related to the time entry                associated to the timecode included in the invoice.
Amount	Calculated (Quantity x Rate) for employee.
TableEnd:RT	← (This must be at the end of the last cell of the row)
Rate table (totals)
Available Fields	Description
RTTotal	Total sum for Rate table row amounts.

Invoice Breakdown tables and fields

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Invoice Breakdown: General

General
Available Fields	Available Fields
OfficeName	Your company name.
ClientName	The business name of your client.
ProjectName	The project name for your client.
ProjectNumber	The unique number associated with a project.
InvoiceNumber	An invoice number associated with each unique invoice.
InvoiceDate	The date associated with when an invoice is created.
InvoiceReference	A reference related to the project (This may be the PO -             Purchase Order number).

 

Invoice Breakdown: Time Entries table

Time Entries table (headers &      totals)
Available Fields	Description
TableStart:TimeInvoiceLines	← (This must be in the first cell of the row)
Description	This is your Budget name
Time	This is the total amount of time logged against the               timecode within the budget.
QtyTitle	Dynamic column heading that pulls in the correct unit      selected in the Invoice Settings for the project (Hrs or      Days) when T&M billing method is in use
Hours	This is the total hours, or days, logged against the timecode within the budget.
Amount	This is the total amount invoiced within the budget.
TableEnd:TimeInvoiceLines	← (This must be at the end of the last cell of the row)
Time Entries table (rows)
Available Fields	Description
TableStart:TimeRows	← (This must be in the first cell of the row)
Date	The date the employee entered the time entry
Task	This is your budget's timecode
Person	The employee who entered a time entry against the           budget timecode.
Role	The role/position of the employee who entered a time   entry against the budget timecode.
Comment	Any comments the employee made for this time entry
Rate	This is the billable rate for the person who recorded            time against the timecode.
Time	Time logged for time entry.
Hours	This is the total hours, or days, logged against the timecode within the budget.
Amount	Hours/ days worked x billable rate. Calculation (Hours/ days x Rate = Amount)
TableEnd:TimeRows	← (This must be at the end of the last cell of the row)

Invoice Breakdown: Expenses table

Expenses table (headers)
Available Fields	Description
TableStart:ExpenseInvoiceLines	← (This must be in the first cell of the row)
Description	This is your expense name for your budget line.
Quantity	The total amount of expense items in your expense         budget
Amount	The total cost of your expense items in your expense      budget.
TableEnd:ExpenseInvoiceLines	← (This must be at the end of the last cell of the row)
Expenses details (rows)
Available Fields	Description
TableStart:ExpenseRows	← (This must be in the first cell of the row)
Date	The date the expense was created.
Expense Description	This displays the "Description for invoice breakdown" from the expense created.
Quantity	The quantity of a row item
Amount	The cost of a row item
TableEnd:ExpenseRows	← (This must be at the end of the last cell of the row)

Quote tables and fields

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Quote: Your organisation

Your organisation
Available Fields	Description
OrgName	The name of your organisation acting for        the Company / Client.
OrgAddressLine1, OrgAddressLine2,                OrgAddressLine3, OrgAddressLine4	These are individual fields that display your   companies address lines.
OrgCountryName	Your companies country name.

Quote: Billing details

• Billing contact details are sourced from each contact in Contact > Settings > Invoicing

• Billing company details are sourced from each company in Company > Settings > General

Billing contact details
Available Fields	Description
ContactName	Contact name for the company being                            invoiced.
ClientEmailAddress	Contact email address for the company being              invoiced.
ClientAddress1, ClientAddress2,          ClientAddress3	These are individual fields that display the                    address of the company being invoiced.
ClientCity	City of the company being invoiced.
ClientCountry	Country of the company being invoiced.
ClientPostCode	Postcode of the company being invoiced.
Billing company details
Available Fields	Description
ClientName	The business name of your client.

Quote: Project details

Project details
Available Fields	Description
ProjectName	The project name for your client.
ProjectNumber	The unique number associated with a project.

Quote: Invoicing details

Invoicing details
Available Fields	Description
Quote Heading	Project Name
QuoteDate	The date associated with when a quote is created.
ExpiryDate	The Quote expiry date
QuoteNumber	The unique number associated to your quote
ReferenceNumber	PO number / reference.
SubTotalAmount	This is the subtotal of quoted work before tax.
Total	This is the total quote amount inclusive of tax.
CCode	Currency abbreviation e.g. "NZD"

Quote: Budget & timecode table

Budget table
Available Fields	Description
TableStart:ModuleRows	← (This must be in the first cell of the row)
Module	This is your budget name
Budget	This is your Budget amount
TableEnd:ModuleRows	← (This must be at the end of the last cell of the row)
Timecode table (headers)
Available Fields	Description
TableStart:TaskRows	← (This must be in the first cell of the row)
Task	The timecode name for your budget
Budget	This is your Budget amount
TableEnd:TaskRows	← (This must be at the end of the last cell of the row)
Role table (headers)
Available Fields	Description
TableStart:RoleHeader	← (This must be in the first cell of the row)
TableEnd:RoleHeader	← (This must be at the end of the last cell of the row)
Role table (rows)
Available Fields	Description
TableStart:RoleRows	← (This must be in the first cell of the row)
Role	The name of the required role type.
Hours	The amount of hours required for the role type   related to the timecode.
Rate	The billing rate for the role type related to the time          code.
Amount	Hours x Rate = Amount
TableEnd:RoleRows	← (This must be at the end of the last cell of the row)

Quote: Tax table

Table table (rows)
Available Fields	Description
TableStart:TaxLines	← (This must be in the first cell of the row)
TaxLineLabel	GST amount
TaxLineAmount	Total amount of GST
TableEnd:TaxLines	← (This must be at the end of the last cell of the row)

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Purchase Order Tables and Fields