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How to create your own template


Often you come across the problem that the default template doesn't match your own ideas. It simply is a standard. For these cases Billomat offers the possibility to create your own, individual template. Find out here how it works.

First of all, you need a word processing program, like Microsoft Word or a similar software. Start by creating your own invoice with it.

Templates can be created in the formats .doc, .docx and .rtf.

The invoice's header


Now, the question is, whether you want to print your invoice on invoice paper or if the background should already be displayed on the invoice, so you can print it on a blank piece of paper. Depending on this, you should insert your logo in the header and maybe already fill in some of your company's data.

Placeholder


Placeholders are sequential description fields, which are replaced by their respective values and contents during the creation of a pdf document. For example: the placeholder for the invoice date is [Invoice.date] and is being replaced by the actual invoice date. This way, placeholders do a lot of work for you. Without them you would have to fill out every single value for each invoice manually.

But how can you insert a placeholder? In Word you can click on “Insert“ above in the action bar and then select the option “Quick parts > Field“.

Then a new window opens, in which you can select the option MergeField and fill in the name of the placeholder in the middle. It is important that the placeholder is written within the square brackets, that no blank spaces can be inserted and that the first letter is in capital. By clicking on OK, the placeholder will be added on the last cursor position.

Now, if you want to change the placeholder, it isn't enough to just change it superficially. You rather need to make a right-click on the placeholder and select the option “Edit field“, after which you can insert the new name for your placeholder in the middle of the window.

Bookmarks


Bookmarks form blocks within a document and are repeated depending on the amount of data. This means in detail that you don't need to insert the placeholder [InvoiceItem.title] for each article every time again, but only within one block. The block then copies the placeholder depending on how many articles have been entered.

Blocks are limited by bookmarks. The important question is how they have been named. This always follows the same structure [markertype]_[blockname]. The block reserved for the invoice items always begins with the bookmark blockStart_InvoiceItems, the complementary bookmark at the end of a block is then called blockEnd_InvoiceItems.

Depending on the type of document, the name of the bookmark is also changing.

You can create bookmarks by clicking on “Insert“ and “Bookmarks“. Then enter the name of the bookmark in the field „Bookmark name“ and press “Add“. Probably you are not going to see anything. Why is that? Because bookmarks are not shown automatically. You can have a look at them under “File > Options > Advanced > Show document content“.

Pictures and graphics


You can insert and edit the following picture formats in the template: BMP, TIF, WMF, JPG, PNG and GIF. Please use RGB graphics if possible (no CMYK).

Important: Pictures should be embedded in the document. This means that pictures can't be shortcuts, but must really be saved with (embedded in) the document. A shortcut is just a reference to the picture on your hard disk and is lost when uploading the template to Billomat.

Overlapping objects are generally not possible. This means, for example, that texts can't be placed over pictures. Hence, the use of background images is not possible.

Fonts


Only fonts that are installed on the server can be used. These are:

Aharoni, Aldhabi, Andalus, Angsana New, AngsanaUPC, Aparajita, Arabic Typesetting, Arial, Arial Black, Batang, BatangChe, Browallia New, BrowalliaUPC, Calibri, Calibri Light, Cambria, Cambria Math, Candara, Century Gothic, Comic Sans MS, Consolas, Constantia, Corbel, Cordia New, CordiaUPC, Courier, Courier New, DaunPenh, David, DFKai-SB, DilleniaUPC, DIN, DIN-Bold, DIN-Light, DIN-Regular, DokChampa, Dotum, DotumChe, Ebrima, Estrangelo Edessa, EucrosiaUPC, Euphemia, FangSong, Fixedsys, Franklin Gothic Medium, FrankRuehl, FreesiaUPC, Gabriola, Gadugi, Gautami, Georgia, Gisha, Gulim, GulimChe, Gungsuh, GungsuhChe, Impact, IrisUPC, Iskoola Pota, JasmineUPC, KaiTi, Kalinga, Kartika, Khmer UI, KodchiangUPC, Kokila, Lao UI, Latha, Leelawadee, Levenim MT, LilyUPC, Lucida Console, Lucida Sans Unicode, Malgun Gothic, Mangal, Marlett, Meiryo, Meiryo UI, Microsoft Himalaya, Microsoft JhengHei, Microsoft JhengHei UI, Microsoft New Tai Lue, Microsoft PhagsPa, Microsoft Sans Serif, Microsoft Tai Le, Microsoft Uighur, Microsoft YaHei, Microsoft YaHei UI, Microsoft Yi Baiti, MingLiU, MingLiU_HKSCS, MingLiU_HKSCS-ExtB, MingLiU-ExtB, Miriam, Miriam Fixed, Mongolian Baiti, MoolBoran, MS Gothic, MS Mincho, MS PGothic, MS PMincho, MS Sans Serif, MS Serif, MS UI Gothic, MV Boli, Myanmar Text, Narkisim, Nirmala UI, NSimSun, Nyala, Palatino Linotype, Plantagenet Cherokee, PMingLiU, PMingLiU-ExtB, Raavi, Rod, Sakkal Majalla, Segoe Print, Segoe Script, Segoe UI, Segoe UI Light, Segoe UI Semibold, Segoe UI Semilight, Segoe UI Symbol, Shonar Bangla, Shruti, SimHei, Simplified Arabic, Simplified Arabic Fixed, SimSun, SimSun-ExtB, Small Fonts, Sylfaen, Symbol, System, Tahoma, Terminal, Times New Roman, Traditional Arabic, Trebuchet MS, Tunga, Urdu Typesetting, Utsaah, Vani, Verdana, Vijaya, Vrinda, Webdings, Wingdings

For now, no other fonts can be installed, especially no special corporate typefaces.

Conditions


In word, texts can also be issued in dependence on placeholder values. You can use the IF function for this. Conditions are also created through placeholders, although not over the format MergeField, but over IF. You have to take this into account when creating a placeholder.

For example:
{ IF [Invoice.payment_types] = "Transfer" "Please transfer" "Please do not transfer"}
Explanation:
When the type of payment of the invoice (here referred to through [Invoice.payment_types]) is „transfer“, then issue the text „Please transfer“, otherwise use „Please do not transfer“.
Please note:
Placeholders can only be contained within the condition, not within the issued values. For the latter, only texts are accepted.

Footers


You can also add any type of information concerning your company in the footer. Usually the banking details, tax numbers or the address are displayed there, even though some of it may already have been mentioned before.

 
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