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How to Add Information to Your Invoices
How to Add Information to Your Invoices

Keywords: add information to your invoices, add address to invoice

Support Team avatar
Written by Support Team
Updated over a week ago

You can tailor your invoices with custom text to better suit your business needs. There are two options for adding this text:

  • Default Invoice Text: This allows you to include a standard message on all your invoices. It's a great way to add company information, payment terms, late fees (if applicable), or a general thank you message to your clients.

  • Custom Text per Inspection: If you need more specific information on a per-job basis, you can add custom text for each inspection. This might be useful to include details about the inspection performed, warranty information specific to the repair, or any other relevant information for that particular client or project.

Adding Text to All Invoices

You can quickly and easily add text that will show up on all new inspections! This allows you to include standard information on every invoice, like your business/company address. Follow the steps below to see how to add default text to your invoices.

πŸ’‘ Quick tip: Click on the video above to expand it in another window.

  1. Click "Settings"

  2. Click "Payments"

  3. Enter your preferred text in the "Invoice Text" box

  4. Your text will appear on the invoices of all newly scheduled inspections below the inspection total

Adding/Editing Text on an Individual Invoice

If you have a one-off invoice that you need to edit or add information to, you can easily edit the Invoice text box on the Inspection Details page. Follow along with the steps below to see how to add or edit the text on an individual invoice.

πŸ’‘ Quick tip: Click on the video above to expand it in another window.

  1. Click on the inspection to open the Inspection Details page

  2. Click the 3 dots in the "Fees & Payments" box

  3. Click "Edit Fees & Payments" in the dropdown menu

  4. Add or edit the text in the "Invoice Text" box

  5. Click "Save"

  6. The newly edited/added text will show below the inspection total on the invoice

What's Included on the Invoice By Default

By default, all invoices created in Spectora will show basic information about the inspection, the inspection company, and the client.

  1. Inspection Company Info

    1. The first box on the invoice will show your company name, company email address, and company logo as listed in your profile.

    2. πŸ”΄ Note: This does not include your company address!

  2. Client Information

    1. The second box will show the client's name, email address, and phone number as listed in the People box of the Inspection Details.

  3. Property Information

    1. The third box on the invoice will show the address of the property being inspected.

  4. Date

    1. The fourth box will show the date the inspection is scheduled for.

  5. Service Name

    1. The fifth box on the invoice will show the name of the service as it is listed on your Services & Fees page.

  6. Service Fee

    1. The sixth box will show the total fee for that service.

      1. This will include the base cost plus any additional costs associated with your modifiers

  7. Pricing Details

    1. The third box on the invoice will show a breakdown of the costs for that service.

      1. This will include the base cost, any additional fees from modifiers, and an explanation of the modifiers.

      2. For example:
        $450.00 (Base)
        +$50.00 (sqft 2000-2500)

Frequently Asked Questions

  • Do the descriptions of the services I entered on the Services & Fees page show up on the invoice?

    • The descriptions of services do not show up on the invoice.

  • Can I add my business/company address to my invoices? I have clients who prefer to mail a check for payment.

    • You absolutely can! As this information is not listed on the invoice by default, it is a good idea to add your company address to all of your invoices using the steps in part one of this article.

  • How can I direct someone to the invoice and not the client portal? Is there a link I can use?

    • There is! You can include the {{INVOICE_LINK}} placeholder in your emails, which would direct the client/agent straight to the invoice.

  • How do I share the invoice with someone?

    • You can download a PDF of the invoice and either print it or email it to someone with the steps listed in this article.

  • Someone else (besides the client) wants to pay the invoice, what do I do?

If you have any questions or feedback, write into our chat bubble or email!

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