What this does: Copies, edits and uploads the Word templates GrowthZone uses for invoices, statements and credit memos, so every billing document carries your branding.
Applies to: GrowthZone staff with access to document generation settings. Editing on a PC or Mac needs Microsoft Word.
Before you start: Upload a logo in General Billing Settings no larger than 500 px wide by 150 px tall, so it fits a standard window envelope. See General Billing Settings: every setting explained.
Time needed: 15 to 30 minutes for a first template.
On this page
GrowthZone includes a standard invoice template, Invoice.docx. You can use it as is, or copy it and change the copy. The same steps work for statements, credit memos and other billing documents.
Copy and edit a template on a PC
Always work on a copy, so the original stays as a fallback.
- Go to Settings, General section, click Document Generation Templates. The list of templates opens.
- Click Actions (•••) on the template you want to change.
- Click Copy Document Generation Template, then click OK. The copy appears in the list. We recommend renaming it right away.
- On the copy, click Actions (•••) and select Edit Template Document. The Open URL:Word Protocol window opens.
- Click Open Word. When the document editor asks you to sign in, enter your GrowthZone username and password.
Checkpoint: The template opens in Word.
- Click Enable Editing and make your changes.
- Save the document. You can now choose this template wherever invoices are created.
Copy and edit a template on a Mac
On a Mac you edit a downloaded copy, then upload it as a new template.
- Go to Settings, General section, click Document Generation Templates.
- Click Actions (•••) on the template you want to change.
- Click Copy Document Generation Template, then click OK. We recommend renaming the copy right away.
- On the copy, click Actions (•••) and select Edit Template Document.
- Click Open Word, click Enable Editing and make your changes.
- Save the file to your computer, then upload it as a new template. See Upload a template you built.
Upload a template you built
Add a Word template from your computer to GrowthZone.
- Go to Settings, General section, click Document Generation Templates.
- Click the Add button.
- Select the Template Type. The type controls where the template is offered. For example, Invoice templates appear only where you bill.
- Enter a Name.
- Click Choose File and select your saved template.
- Click Done.
Checkpoint: The new template appears in the Document Generation Templates list.
Choose which template an invoice uses
GrowthZone uses your default invoice template unless you override it.
- Go to Finance, Administrative section, click Billing Settings and select General Billing Settings.
- Choose your default invoice template and click Save. It applies to every invoice, whether GrowthZone creates it (for example, when you run upcoming billing) or you create it by hand.
To use a different template, override the default in one of these places:
- A fee item: for example, use a separate template for event registrations. See Set up fee items.
- A membership type's pricing: see Add Pricing to a Membership Type.
- A single invoice: pick the template under the advanced options. See Create a Single Invoice.
- Upcoming billing: pick a template under the advanced options. See Run upcoming billing.
- Invoice delivery: override the template when you send invoices from Unsent Invoices. See Deliver invoices by email or print.
- Existing invoices: change the template one at a time or in bulk. See Change the Invoice Template on an Existing Invoice.
Show the invoice created date
By default, a recurring invoice shows the next bill date as its invoice date. If you send invoices months ahead, you can show the date the invoice was created instead.
- Go to Finance, Administrative section, click Billing Settings and select General Billing Settings.
- Select Show invoice creation date instead of invoice date.
- Click Save.
- To show the created date on invoices and statements too, add the UFPurchaseCreatedDate merge field to a copy of your invoice template.
With the setting on, the created date shows on the My Billing tab in the Info Hub and on the online payment page. You no longer need this setting to change the invoice date itself: you can set that when you run upcoming billing.
Invoice merge fields
A merge field is a placeholder in the template that GrowthZone fills from the invoice, such as the due date. An X means the field is already on the default template. Fields marked * have notes below the table.
| Merge Field Name | Description | Included On Default Template |
|---|---|---|
| URL | ||
| Width | ||
| Height | ||
| Company | This is the name of your association/chamber. | X |
| Address1 | This is Address 1 for your association/chamber. | X |
| Address2 | This is Address 2 for your association/chamber. | X |
| AddressOnly | ||
| Address1Only | ||
| Address2Only | ||
| AddressCityStatePostalCodeOnly | ||
| Telephone | This is the telephone number for your association/chamber. | X |
| Fax | This is the fax number for your association/chamber. | |
| This is the email address for your association/chamber. | X | |
| WebAddress | This is the web-site address for your association/chamber. | |
| No | The invoice number. | X |
| POno | Purchase Order Number. | X |
| SelectDate | The invoice date. | X |
| DueDate | The invoice due date. | X |
| MinNextBillDate | ||
| PurchasedByName | The name of the Purchasing Organization (if applicable), otherwise name of purchaser will show. | X |
| PurchasedByNamePrimaryBusiness | Purchasing Individual’s Primary Business (if applicable). | |
| BillToName | Billing Contact Name (if applicable). | |
| BillToEmail | Billing Contact Email. | |
| BillToAddress | Billing Address Line 1 and 2 on same line. | X |
| BillToAddress1 | Bill to Address 1. | |
| BillToAddress2 | Bill to Address 2. | |
| BillToCity | Billing City, State, & Zip Code. | X |
| BillToCountry | Billing Country | |
| BillToContact | Billing Contact Name (if applicable). | X |
| Message | Invoice Message, added to the invoice when the invoice was created. | X |
| Subtotal* | Subtotal of the fee items included on the invoice.* | X |
| SalesTax | Sales tax calculated on the items included on the invoice. | X |
| Shipping | Shipping costs for the items included on the invoice. | X |
| Total* | Total for all charges on the invoice.* | X |
| PaymentTotal | Total of all amounts applied against the invoice, including payments, credits, discounts, refunds and write-offs | X |
| TotalDue* | Total actually due on the invoice if, for example, a payment has been made against the invoice.* | X |
| TotalLabel* | Text field, used in combination with TotalDue only.* | |
| TotalWithoutVoluntary | Displays total without including voluntary fees.* | |
| TotalHTML* | Will show totals both with and without voluntary fees.* | |
| ARCurrent | Current open balance. | X |
| AR30 | Past Due Open Balance in the last 30-60 days | X |
| AR60 | Past Due Open Balance in the last 60-90 days | X |
| AR90Plus | Past Due Open Balance over 90 days | X |
| ContactBalance | Total Open Invoice Balance | X |
| Scheduled Payment Amount* | Amount of the scheduled payment* | X* |
| Scheduled Payment Date* | Date the invoiced scheduled payment will be charged* | |
| Scheduled Payment Description* | Summary of the scheduled payment information: includes date and profile info* | X* |
| Scheduled Payment Profile* | Last 4 digits and expiration date of the credit card to be charged* | |
| PaymentHyperlink | Link to payment screen | X |
| BillingPeriod | ||
| HasVoluntaryItems | ||
| ExcludeVoluntaryItems | ||
| BillingContactAccountNumber | ||
| PurchasedByContactAccountNumber | ||
| ScheduledPaymentDescription | ||
| ScheduledPaymentAmount | ||
| Description | ||
| Value | ||
| Quantity | ||
| Frequency | ||
| UnitPrice | ||
| Amount | ||
| UFPurchasedByContactPrefix | Prefix for the contact who made the purchase. This is the ‘customer’. | |
| UFPurchasedByContactFirstName | First name of the contact who made the purchase. This is the ‘customer’. | |
| UFPurchasedByContactMiddleName | Middle name of the contact who made the purchase. This is the ‘customer’. | |
| UFPurchasedByContactLastName | Last name of the contact who made the purchase. This is the ‘customer’. | |
| UFPurchasedByContactSuffix | Suffix of the contact who made the purchase. This is the ‘customer’. | |
| UFPurchasedByContactCommonName | Common name of the contact who made the purchase. This is the ‘customer’. | |
| UFPurchasedByContactName | ||
| UFPurchasedFromOrganizationName | The organization from which the purchase was made (your association/chamber). | |
| UFBillingContactPrefix | The prefix for the billing contact selected when the invoice was created. | |
| UFBillingContactFirstName | The first name of the billing contact selected when the invoice was created. | |
| UFBillingContactMiddleName | The middle name of the billing selected when the invoice was created. | |
| UFBillingContactLastName | The last name of the billing contact selected when the invoice was created. | |
| UFBillingContactSuffix | The suffix of the billing contact selected when the invoice was created. | |
| UFBillingContactCommonName | The common name of the billing contact selected when the invoice was created. | |
| UFBillingContactName | The full name of the billing contact selected when the invoice was created. | |
| UFBillingAddress1 | The billing address selected when the invoice was created. | |
| UFBillingAddress2 | The billing address 2 associated to the address selected when the invoice was created. | |
| UFBillingAddressCity | The city associated to the address selected when the invoice was created. | |
| UFBillingAddressStateProvince | The state or province associated to the address selected when the invoice was created. | |
| UFBillingAddressPostalCode | The postal code associated to the address selected when the invoice was created. | |
| UFBillingAddressCountry | The country associated to the address selected when the invoice was created. | |
| UFPurchaseCreatedDate | The date an invoice was created. | |
| UFBillingEmailAddress | ||
| UFScheduledPaymentDate | ||
| UFScheduledPaymentAmount | ||
| UFScheduledPaymentProfile |
Notes on totals and scheduled payments:
- Total, Subtotal and TotalDue always include voluntary items.
- TotalLabel is text used with TotalDue to say whether the total includes voluntary amounts.
- TotalWithoutVoluntary leaves voluntary items out.
- TotalHTML shows both totals with wording that labels each. You cannot change its formatting (bold, colour or font).
- Scheduled Payment fields fill in only when a payment profile is linked to the invoiced scheduled billing. They work with the Invoice Before Autopayment setting in General Billing Settings.
Add custom fields to a template
You can add business and individual custom fields (the fields on the More Info tab) to your templates.
- The field must be set to Public. See Custom Fields.
- Invoices for a business can use Business fields. Invoices for an individual can use Individual fields.
- Type the custom field's exact name, not its display name.
For how to insert a merge field, see Add Merge Fields to a Document Template.
Common pitfalls
- Editing the built-in template: Copy it first. On an original template the Actions menu offers only Copy Document Generation Template and Merge Fields. Edit Template Document appears on copies.
- Logo too big for the envelope window: Keep it to 500 px wide by 150 px tall at most.
- Created date missing from documents: The setting alone doesn't add it. Add the UFPurchaseCreatedDate merge field to your template too.
- Custom field not filling in: Use the exact field name, not the display name, and make sure the field is Public.