Adding custom fields to your invoices in Productive can simplify your invoicing process and better organize your financial records.
Custom fields allow you to include additional information on your invoices, which can be helpful for internal tracking and record-keeping.
This feature not only improves internal tracking but also allows for better communication with clients when needed.
Creating an Invoice Custom Field
Navigate to Settings
Go to Settings > Custom fields > Invoices.
Choose the Custom Field Type
Select the type of custom field you need: Text, Number, Date, Single-select, Multi-select, or Person.
Create Your Field
After choosing the field type, add all necessary field details, name your field and save it.
Applying Custom Fields to Invoices
1) Create or Edit an Invoice
Head over to your Invoicing section and either create a new invoice or edit an existing one (finalized or draft).
2) Input Custom Field Information
Below the main invoice details, you will see a section for custom field inputs. Fill in the required information.
It's important to note that this custom field data will only be visible internally and will not automatically appear on the invoice PDF.
If you want the custom field information to be included in the invoice PDF sent to clients, additional steps are required (covered below).
3) Save Changes
Once you've added the information to your custom fields, save your changes.
You can add and modify the custom fields at any time (before and after marking the invoice as sent), but any changes you make must be confirmed by selecting "Save changes" in the lower left.
Adding Custom Field Information to the PDF Invoice
If you wish for your clients to see the custom field information on their invoices, you can include it in the PDF version by following these steps:
Dynamic Custom Field Input
In the Note section of the invoice, use the following format to dynamically insert custom field information (note that the custom field name needs to be written in lowercase):
{custom_field:custom field name}Example
For custom fields named "Invoice Issued By" and "Invoice Type," you would add:
{custom_field:invoice issued by}{custom_field:invoice type}
In this example, we also added additional text for extra context ("Invoice classification:" and "This invoice was issued by:").
Save and Preview
After adding the fields, save your changes. To preview, select View PDF or download the PDF.
Adding Custom Field Information to Invoice Templates
Including custom fields in your invoice templates speeds up the invoicing process and ensures consistency across all invoices.
This feature allows you to specify which custom fields should appear in the notes of all invoices created with a particular template.
Here’s a brief guide on how to add custom field information to your invoice templates in Productive:
Navigate to Document Templates
Go to Settings > Document templates.
Insert Custom Field Formula
Copy the dynamic field formula
{custom_field:custom field name}into the Note section of your template and save the changes.This ensures that the custom field information is automatically included in every invoice generated from this template.
Apply the Template to Invoices
This setup will save you time by automatically populating custom field information in all invoices created using this template, ensuring consistent and accurate communication with your clients.
You can select and switch between diffrent invoice templates in the template dropdown in the invoice editor (see below).