Classic Only Setup Feature at this time

Menu > Admin > System Setup > Time and Billing > Invoice / Estimate Layouts

Workamajig has visual layout tool for customizing the look of your invoices and estimates in ways you could not do with the standard Invoice and Estimate Layout tool. For example, the layout tool allows you to add lines, shading, and more flexibility with the fonts of each area. The purpose of this guide is to outline how to implement the new Invoice and Estimate Layouts in Workamajig.

NOTE: When the Default layouts are generated, they are based upon the current list of Billing Items. If you delete or Inactivate Billing Items, they will NOT update in your existing layouts. You can Reset the layout and this will update the billing items for that layout only, however it will also reset the Detail Options. If you just edit the billing item name, this will update in your layout.

How To Load The Default Layouts

First, go to Classic > Menu > Admin > System Setup > Time and Billing > Invoice/Estimate Layouts.

You should see a list of default layouts, if you dont, click the recycle arrow to re-load them. Periodically we may add new default layouts, so feel free to reload them at any time to see if there are any new layouts, or in case you edit the default layouts by mistake and want to restore them to their default state.

Create A New Layout

Select the layout that is closest to how you create your invoices. Double- click on it to open and view. It is best to copy our defaults to edit. we formatted them based on the ways you can bill in Workamajig. Click on the + icon at the top, name your layout, and then select Copy From in the top right corner. Be sure to check both Copy Estimate layout and Copy Invoice layout or it won't copy anything.

Edit Your Layout

Once you open the layout, go to the Estimate or Invoice tabs. This is where the design is. And from here you just need to do a few easy steps to make it your custom layout. These two screens work exactly the same, but one is your invoice layout and one is your estimate layout.

DETAIL OPTIONS

Determines if you want to first show the detail by task, or by service/expense items. note that in the page layouts, you can do a combination of both.

If you are doing it by Item, then you can choose the categories of what Billing Items the Services and Expenses belong to. So while you can determine the default billing item for your services and expenses in system setup, you can take it a step further here and choose the categories and groupings to be used in this layout only.

ESTIMATE

This is the page layout used when printing an estimate using this layout.

INVOICE

This is the page layout used when printing an invoice using this layout.

Field Details And Advanced Editing Techniques

WORKING WITH FIELDS

Data fields - All fields with the @ symbol in front of them, pulls data from Workamajig. For example @ Client Name, will pull in the name of the Client on your actual invoice.

TIP - To select 2 or more fields at once on a Mac, hold Command and click on the item. To select 2 or more fields at once on a PC, hold Control and click on the item. Once selected, you can drag to move and format the fonts, borders/shading, and alignment for all the fields together.

Deleting fields - If there are any fields you do not want, just click the field to select it and click the Delete (Macs press fn+delete) on your keyboard. If you have a field with a label, like Client Project Number and @Client Project Number, be sure to delete both the label and the field.

Adding lines and cool features - If you want to add a line or additional component, click the name of what you want to add from the left column. Drag it over to the form approximately where you want to place it. Then, once there, adjust and resize.

Changing fonts or font sizes - Select any field(s). At the top you will see font selections.

Adding Borders and Shading - Select any field(s). At the top see the border selections. Here, you can set borders and shading.

Aligning Text - Select a field(s). At the top see the arrange selections. Hover over the icons and it will tell you what it can do. The 'Align' options is the best way to get all your text to line up to the left or right.

HINT: If you want two fields to print straight across from each other, select both fields and use 'Align Top'. It will align to the top based on the first field you selected, not the highest field.

COMPONENTS

There are several sections here, they vary slightly from Estimate to Invoice

All fields get added to the form by clicking on the name, hold and drag to the invoice.

The first group of fields under Components: can go on any section of the form.

Label: This is for free text that you want on every estimate or invoice. Double click into it to type text.

Horizontal Line/Vertical Line: Both work the same way. Click on the edges of the line to adjust the length.

Shape: For adding a rectangle or another shape that is colored, can be set behind text so you have an oval with shading behind your company name.

Image: Click and drag to the form. Double click on this space or the space where the Workamajig logo is, this will let you select a file on your computer to upload

Page Number/Total Pages/ Date Printed: They add what they say to the form

Invoice Header Fields: These fields can only go in the Page Header of the form.

Company name and address fields.

PROPERTIES

This section will change based on what you have highlighted on the actual form.

For example, if you don't have a component select, but you have the Page header selected, then click into Properties, and change the height; you will change the height of the complete header.

Then, if you have a component like a Company Name selected, you will see different options in the Properties.

The Background section lets you check off if you want to have a border, then remember to set the border style as well. These can also be done from the Border shortcuts on the top.

If you enter the height, it will adjust the height of just that field on the form. This is handy if you're trying to make small incremental changes to a field.

Page Layout

HINT: Click the + at the bottom to enlarge the view.

REPORT HEADER

This section will appear at the top of the first page of the printout only.
Typically your Logo and Address will go here.

TIP - To add your own logo in place of our default logo - Double-click on our Workamajig Logo, then it will search to your computer for an image. Find and select your company logo. And then, you can click and drag it to move it or resize it.

HEADER

Here is where you enter information that should repeat on each page. We have some common fields here for you like Project name, Project Description, etc.

DETAILS

This section will appear on as many pages as it takes based on the amount of detail you are going to show.
This amount of detail here is first determined by how you generated the invoice. That then gives you the data available to present here.
This determines how the invoice lines should appear and be calculated in the main section of the printout. You can add Labor Transactions and Expense Transactions Breakout Boxes here. For example if the Layout is by Billing Item & Item, that is how the line detail is formatted.

FOOTER

This section of the layout appears at the bottom of every page of the printout.
This is typically where the Expense/Insertion/Broadcast Breakout Boxes will go.

NOTE: The Report Footer will appear after this on the last page.

REPORT FOOTER

This section of the layout appears at the end of the very last page of the printout.

Choose A Default Layout For A Client

Open any client record, then click on Client Setup, then under Billing Defaults, there is an option called Default Layout. When you enter a layout name in here, this one layout will determine how both the estimate and invoices are printed.

NOTE: Layouts override anything in the Estimate Template or Invoice Template options.

Choose The Layout Per Estimate Or Invoice

Once you have an estimate or invoice ready to print and you want to choose or change the layout being used for printing. Click on the Settings tab, then add the desired layout to the Layout option.

NOTE: When you click Print, it automatically saves the estimate or invoice.

Custom Fields

If you have Project Custom Fields that are part of the Available list of custom fields, then they will be available to add into the Layout views as well.

They can also be formatted the same as any other field from the Properties and Settings tab once placed in the Layout.

Mac Keyboard Compatibility

For those of you using the new invoice layout tool and are also using a MAC, you may find that when you try to remove a field from the layout you are unable to delete the field.

In order to delete the field you must use one of the following methods depending upon your keyboard:

I have a separate 10-key section on the right of the keyboard>> Use Delete Key located in the group of 6 keys to the right of the QWERTY keys above the arrow keys. The Delete located above the Enter key is considered a backspace and does not work

I do not have a 10-key section or it is part of the QWERTY keys>> Use FNC + Backspace: use the Function key + the delete/backspace key located above the Enter key in the QWERTY area of your keyboard.

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