Template Fields

Template Fields

Template Fields in EquiBillBook allow you to control which information appears on your invoices, quotations, and other documents. Understanding and configuring template fields helps you create documents that contain exactly the information you need.

What are Template Fields?

Template Fields are data elements that can be displayed on your documents:

• Invoice details (number, date, due date)
• Company information
• Customer/Supplier details
• Item information
• Financial totals
• Tax information
• Additional notes and terms

Accessing Template Fields

To configure template fields:

1. Navigate to Settings → Invoice Template Settings
2. Select a template
3. Click "Customize" or "Edit"
4. Go to "Fields" or "Template Fields" section

Field Categories

1. Header Fields

Information at the top of the document:

• Document Title: "Invoice", "Quotation", etc.
• Document Number: Invoice/Quotation number
• Document Date: Issue date
• Due Date: Payment due date
• Reference Number: External reference
• Status: Document status (Draft, Sent, Paid, etc.)

2. Company Fields

Your business information:

• Company Name: Business name
• Company Address: Business address
• Contact Information: Phone, email
• Tax Registration: GST/VAT number
• Registration Number: Business registration
• Website: Company website
• Logo: Company logo

3. Customer/Supplier Fields

Customer or supplier information:

• Name: Customer/Supplier name
• Billing Address: Billing address
• Shipping Address: Delivery address
• Contact Person: Contact name
• Phone: Contact phone
• Email: Contact email
• Tax ID: Customer/Supplier tax ID
• Credit Limit: Credit limit (if applicable)

4. Item Fields

Product or service details:

• Item Name: Product/service name
• Description: Detailed description
• SKU/Code: Item code
• HSN/SAC Code: Tax code
• Quantity: Quantity ordered
• Unit: Unit of measurement
• Unit Price: Price per unit
• Discount: Discount amount/percentage
• Tax Rate: Tax percentage
• Tax Amount: Tax amount
• Amount: Line total
• Item Image: Product image
• Barcode: Item barcode

5. Financial Fields

Totals and financial information:

• Subtotal: Subtotal before tax
• Discount: Total discount
• Taxable Amount: Amount subject to tax
• Tax Breakdown: Detailed tax information
• Total Tax: Total tax amount
• Shipping Charges: Shipping cost
• Other Charges: Additional charges
• Round Off: Rounding adjustment
• Grand Total: Final total
• Amount Paid: Amount already paid
• Amount Due: Outstanding amount
• Currency: Currency symbol

6. Tax Fields

Tax-related information:

• Tax Type: GST, VAT, Sales Tax, etc.
• Tax Rates: Individual tax rates
• Tax Amounts: Tax amounts by type
• Tax Exemptions: Exempt items
• Place of Supply: Supply location

7. Additional Fields

Extra information and notes:

• Payment Terms: Payment conditions
• Delivery Terms: Delivery conditions
• Notes: Additional notes
• Terms and Conditions: T&C text
• Footer Note: Footer message
• QR Code: QR code for payment/verification
• Signature: Authorized signature

Configuring Field Visibility

Show/Hide Fields

For each field, you can:

• Show: Field appears on document
• Hide: Field is not displayed
• Conditional: Show only under certain conditions

Field Labels

Customize field labels:

• Change default labels
• Use custom terminology
• Localize labels
• Add prefixes/suffixes

Field Formatting

Control how fields are displayed:

• Date Format: How dates appear
• Number Format: Decimal places, thousand separators
• Currency Format: Currency symbol position
• Text Format: Uppercase, lowercase, title case

Field Configuration Options

Required vs Optional Fields

• Required: Must be displayed
• Optional: Can be shown or hidden
• Some fields are always required (e.g., Invoice Number)

Field Positioning

• Arrange field order
• Group related fields
• Set field alignment
• Control field spacing

Conditional Display

Show fields based on conditions:

• Show shipping address only if different from billing
• Display tax breakdown only if taxes apply
• Show payment terms only if applicable
• Display due date only for invoices

Common Field Configurations

Minimal Invoice

Show only essential fields:

• Invoice Number
• Date
• Customer Name
• Items (Name, Quantity, Price, Amount)
• Grand Total

Detailed Invoice

Show comprehensive information:

• All header fields
• Complete company details
• Full customer information
• Detailed item information
• Tax breakdown
• Payment terms
• Terms and conditions

B2B Invoice

Fields for business customers:

• Tax registration numbers
• Detailed billing address
• Purchase order number
• Payment terms
• Tax breakdown

B2C Invoice

Fields for retail customers:

• Simplified customer information
• Item descriptions
• Payment method
• Less tax detail

Best Practices

• Essential Information: Always include required fields
• Clarity: Use clear, descriptive labels
• Relevance: Show only relevant fields
• Consistency: Keep field order consistent
• Legal Compliance: Include legally required fields
• User Experience: Organize fields logically

Field Customization Tips

For Different Industries

• Retail: Focus on items, prices, payment method
• Services: Emphasize service descriptions, hours
• Wholesale: Include order numbers, delivery terms
• Manufacturing: Add batch numbers, specifications

For Different Document Types

• Invoice: Include payment terms, due date
• Quotation: Include validity period, terms
• Order: Include delivery date, shipping address
• Receipt: Include payment method, transaction ID

Troubleshooting

Field not appearing on document?

• Check field visibility settings
• Verify field is enabled
• Check conditional display rules
• Ensure data exists for the field

Field label incorrect?

• Check custom label settings
• Verify label configuration
• Review template settings

Field formatting issues?

• Check format settings
• Verify number/date formats
• Review currency settings

Related Articles

• Invoice Template Management: Managing templates
• Customizing Templates: Template customization
• Logo and Branding in Templates: Adding branding

Properly configured template fields ensure your documents contain all necessary information while maintaining a clean, professional appearance!