Add terms and conditions to your invoices
Open Settings → Documents in Thermal →
Give every invoice you send the same terms and conditions, remit-to text and footer. Your customer reads them on the invoice link, in the PDF the invoice email carries, and in the copy sent to your accounting system. An invoice keeps the wording it was sent with, so changing your wording later never changes an invoice a customer already has.
Write and publish the wording
- Open Settings → Documents and find Invoice wording.
- Fill in any of the three boxes. Leave a box empty to print nothing there.
- Terms and conditions prints after the totals and notes, under the heading "Terms and conditions" (up to 20,000 characters).
- Footer prints at the bottom of the invoice (up to 600 characters).
- Remit to tells customers where to send payment and prints above the footer (up to 600 characters).
- Check Invoice wording preview. It shows your wording on a sample invoice, including changes you have not published yet.
- In Reason for the change, say why the wording changed.
- Select Publish invoice wording. Thermal saves it as the next version.
If you had saved a remit-to or footer text before invoice wording existed, the boxes start with that text. Invoices print it exactly as before until you publish.
The boxes are plain text. Lines and blank lines print as you type them.
Fill in invoice details
You can add these fields to any box. Thermal fills each one in from the invoice:
| Field | Prints |
|---|---|
{company} | Your company name |
{customer} | The customer the invoice is billed to |
{invoice_number} | The invoice number |
{issued_on} | The invoice date |
{due_on} | The due date |
A field with no value on the invoice prints as blank. Amounts are not
fields, so the wording can never disagree with the invoice's totals. Thermal
refuses to publish wording with a field that is not in this list, or with a
{ or } that is not part of a field.
Which invoices get which wording
- When an invoice is sent (by the office, after a prebill approval, from the field or by a card payment on a renewal), it keeps the version current at that moment. Publishing a new version later does not change it.
- An invoice that goes back to draft and is sent again takes the version current at the second send.
- Imported invoices, from your previous system or from QuickBooks, use the version that was current when they were imported.
- Invoices sent before you first published invoice wording keep the remit-to and footer text they were sent with.
See past versions, compare and restore
Invoice wording history lists every version with when it was published, who published it and the reason. Compare shows what changed and Restore publishes a copy of an older version as the newest one. Nothing is overwritten, and each publish is recorded in Settings → Audit log.
Who can change it
Owners and office managers with access to Settings can publish invoice wording. See the Documents reference for the other options on this page.