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Creating and editing invoice/bill templates

Practice Manager only

You may need to create a new invoice template to enable billing for a new part of the business.

To do this, you can copy an existing template and make changes to it for the new business. After renaming it, you can set up a new Document Style to access the new template.

You also may want to customise your bill templates to add additional fields or text, change your logo or bank account details.

Before making any changes, we highly recommend that you take a backup copy of these templates.

For general rules on customising your invoice/bill templates, refer to the relevant guide:

 We recommend using Framed Footers in the remittance area of the Word template to control the printing of Client and Invoice information such as Client Code, Invoice Number, Due Date etc on a consistent basis.
To locate your existing template
  1. Go to Maintenance > Maintenance Map > Documents > Document Style Defaults. The Document Style Defaults tab opens.

  2. Make a note of the default style name used in the Default Bill Type field.

  3. Go to Maintenance > Maintenance Map > Documents > Document Styles. The Maintenance - Document Styles tab displays.

  4. Expand the Word Template column and note the file path location and the name of the template that you want to copy from the style name identified in Step 2. The location and name of the template is noted.

To take a backup of your template
  1. Navigate to the location of the template as noted in To locate your existing template.

  2. Right-click the template file and select Copy.

  3. Right-click on a blank space and select Paste.

  4. Right-click the template copy and select Rename.

  5. Change the template name for example Backup VizFeenote prior new logo and press [Enter].

To edit the billing template
  1. Open Windows File Explorer and navigate navigate to the location of the template as noted in To locate your existing template.
  2. Right click on the template and select Open. The "SECURITY WARNING Macros have been disabled" message appears at the top of the document.

    Make sure you've chosen to Open the template using the right-click menu. Double-clicking on the template will create a new document based off the template, rather than allow you to edit the template directly.

  3. In the Security Warning dialog, click Enable this content. If you haven't received this message, check your Macro Settings.
  4. Edit the template to make any required changes. To add an additional field to display information from Practice Manager:
    1. Place the cursor in the template where you want the field added, then click the Add-Ins tab. The Add-Ins tab opens displaying the Custom Toolbars.
    2. Click on the drop down options and select a field to add to the template.
    3. Save and Close the Microsoft Word template.

Once the template has been saved, any new draft bills (that have not been previewed) will use the modified template.

To check macro security settings

The security alert asks you if you want to allow any macros to run before they are run. This way, you can choose when to enable those macros on a case by case basis. If you don't receive this notification when opening a document that may contain macros, follow the instructions below to enable this notification.

  1. From within Microsoft (MS) Word, click File.
  2. From the navigation pane, click Options. The Word Options window appears.
  3. Click Trust Centre, then click the Trust Centre Settings... button. The Trust Centre Settings screen displays.
  4. Select Disable all macros with notifcation.  This is the default setting.

  5. Click OK.

To create a new Document Style
  1. Go to Maintenance > Maintenance Maps > Documents > Document Styles. The Maintenance - Document Styles tab displays.

  2. On the top line, enter the details for the new template you created (as a result of To edit your template) and point to its location.

Ensure that the Enabled checkbox is selected and the Type field is set to Client Bill.

In order to preview historical bills, never alter the name in the Description field as this will break the link between the template and any bills created using the specific Style/Description. Instead, remove the tick from the Enabled checkbox and create a new Document Style if you wish to change the Style / Description and then link it to the correct template.

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