Purpose

Aspire’s invoice layouts are designed to work alongside invoice creation. Our layouts are dynamic which means they will automatically change the information displayed based on the opportunity and service invoice type.

This means that most clients only need one invoice layout.

The need for multiple invoice layouts would be if you need to display two different levels of T&M detail or for special use cases like grouping multiple properties into one invoice or AIA billing for construction.

This article details how each invoice type displays on our standard invoice sample, CAT - Invoice 1.1.

The examples below are printed using the same layout to demonstrate how invoices change based on the Opportunity Invoice Type. Because Aspire’s Opportunity and Service Invoice Type drives the information that is available, layout changes usually cannot display additional information.

📑 To review the full Layout Catalog, please refer to this article.

The first line in the detail section of the invoice in Aspire is dynamic and displays different information based on the opportunity invoice type.

It's common to display the Opportunity Number and Name.

However, this will also display the payment schedule description for opportunity invoice types of Fixed Payment and Fixed Price on Payment Schedule.

T&M on Completion and Fixed Price on Completion invoices also display Proposal Description 1 under the Opportunity Number & Opportunity Name as part of the Invoice Opportunity Description.

We have created a chart to explain what's included on default or sample layouts and to help you understand what is optional on the different layout types:

Next, we will go into detail about each layout type and what will be displayed.

When printing a Fixed Payment invoice, it will display:

Services can only be included if you select the option to Link Completed Tickets on the Payment Schedule on the opportunity. This option does not require a layout revision to display the services when selected.

Here's an example of when this invoice type is printed:

When printing Per Service invoices they will display:

Here's an example of when this invoice type is printed:

This invoice layout type defaults to displaying full item details. This includes item name, quantity, unit, unit price (rate) and extended price.

If you do not want to display full item detail, this would require a layout revision. Or, if you need different levels of item detail (like one with item pricing and one without), you will need a separate T&M invoice. It's recommended to select the standard display for your standard invoice and let the secondary T&M invoice be used less.

When printing a T&M invoice layout, it will automatically display:

Aspire's invoice layouts default to displaying full item detail for T&M on Completion for Work Orders. They include item name, quantity, unit, unit price (rate) and extended price.
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When printing T&M on Completion for Work Orders, the invoice will automatically display as follows:

If you do not want to display full item detail, this would require a layout revision. Or, if you need different levels of item detail (like one with item pricing and one without), you will need a separate T&M invoice. It's recommended to select the standard display for your standard invoice and let the secondary T&M invoice be used less.

The section labeled Scope of Work pulls from Proposal Description 1.

Here's an example of when these invoice types are printed:

When printing Fixed Price on Payment Schedule invoices, they are displayed with:

Here's an example of when this invoice type is printed:

When printing Fixed Price Open Billing, the invoice will display as follows

If you wish to display services, please align the schedule of values to the service names by linking them to the work ticket in the schedule of values. The layout will display whatever is selected in the schedule of values, so this is user-driven. No item detail is available for this layout type.

When printing Fixed Price on Completion, the invoice will display:

Item detail is only included when the option to Show Invoice Details is selected on the Invoice Info window in the opportunity. This must be selected prior to generating the invoice in order to include the item detail.

When this option is selected, the item detail will display the same way as on T&M on Completion. Please note that no revisions are necessary for this option to function. Item display is based on whether the option is checked on the opportunity.

Please note this includes both Proposal Description 1 and the option to display estimated item details. The section labeled Scope of Work pulls from Proposal Description 1.