If you need to customise your invoices to make them more personal for your property, this tutorial will assist you with the steps to follow.
Open the Setup and click on 'Templates'
If you need help finding the setup, you can use our tutorial 'How to find Setup' to assist you in navigating to the Setup.
Select the template and click 'Download'
- Click on the drop-down arrow that says 'Select'.
- Select the 'Invoice' template.
- Click 'Download'.
Your invoice template will now open in an application on your computer
Once you have clicked on download, you may get a pop-up which tells you that your browser is blocking a site from opening a pop-up window. You can allow this as it is a safe document to download from our system.
If you use 'Excel' on your computer, you will be able to open the document using this application. If not, there are other applications that can be used to open an 'XLS' files like 'WPS' or 'Numbers' if you use a Mac.
Edit the template
You can add the following:
- Your company logo - replace this temporary logo with your company logo.
- Vat number (if registered).
- Company details - physical address, contact numbers, e-mail address and website address.
- Bank details - Account name, Bank name, account number, Branch code.
- Extra terms and conditions - deposit and cancellation policy.
If you change the grid with the defined names (bookmarks) that export information from NightsBridge to the document, you can cause an error with your invoices due to our system needing the bookmarks on the blank template to update information correctly. The learning document below will guide you with which bookmarks need to be on the document.
You need at least 8 defined names (bookmarks) for the document to successfully be able to generate on the online calendar.
Save the document
Save the template in a place that is easy to find it.
Make sure that you do not change the name of the document or the extension (i.e. invoice.xls).
Go back to your setup to access templates
Go back to your the Templates section on the Setup.
- Choose 'Invoice' from the 'Template' drop down list.
- Click to 'Choose File' and select your edited document that you saved.
- Click on 'Upload'
A message will display to show you have successfully uploaded your new template.
Make sure that you do the same with your Proforma and Credit Note template, if you use them. Simply repeat the steps above.
Generate the excel invoice document on a booking to make sure your changes are working as expected
You can search for our tutorial 'How to generate an excel invoice' to assist you in generating an excel invoice.
Need a new template?
Here is a blank invoice document should you need to start from scratch.
This process is mostly used for VAT information to be removed and to rather use a VAT calculation.
Please note that if you use the method of updating Excel templates will add VAT on any VAT Exempt extras you could have on an invoice you generate. We do not automatically update the formula on templates, so you will need to update this if the VAT percentage changes.
Preparing the new template simply involves downloading your existing template, updating the VAT calculation, and saving it as a new file.
Download your existing template
Go to Rates & Rules (Setup)
Use the Main Menu to access 'Rates & Rules (Setup)'.
Select 'Templates'
- Click on 'Templates'.
Select and download your current invoice template
- Click on the 'Template' drop-down menu to display your options
- Select 'Invoice'
- Click on the 'Download' button.
A pop-up message may inform you that your browser is blocking a site from opening a pop-up window for the download. Allow this.
It is safe to download documents from NightsBridge.
Your current invoice template has now been downloaded and stored on your computer.
Update the VAT calculation formula
You will need to edit the formula set to calculate the VAT.
- Select the cells which contains "R0.00" under the Total Accommodation amount.
- This will show you the bookmark "NBVatAmount."
Remove bookmarks
You need at least 8 bookmarks (defined names) on a template in order for this to work on your calendar when you generate invoices, proformas or credit notes. Please make sure you see at least 8 showing when you click the defined names drop down.
1. Click on the 'Formulas' tab.
2. Click on 'Name Manager'.
- Select the bookmark "NBVATAmount".
- Click 'Delete'.
- Click 'OK' on the pop up.
- Click 'Close' once you have completed this step.
This is what will display when you remove the VAT bookmark:
The bookmark (defined name) 'NBVATNo' you will see is for the clients VAT details to appear on the invoice.
Use this formula according to which cell is under the total accommodation amount.
In the example above, the formula would be =SUM(G25*(15/115)). The 'G25' part of this formula can change depending on which cell the Total is located.
Saving the updated Excel invoice template
Save the updated template.
Be sure to:
- Save it in a familiar/easy-to-find folder on your computer.
- Give the file a recognisable name.
- Click on 'Save As'
You updated invoice template is now saved and ready to be uploaded to NightsBridge.
Updating your proforma and credit note templates
Simply select the relevant template from the listing of templates and follow the same steps outlined above.
Check your Business & VAT Details
Now that your templates are updated, this is a great opportunity to ensure the correct details are provided on NightsBridge.
Visit our tutorial on 'How to add or update the business registration and VAT details' for guidance.