In AdminPulse, you control how your invoices look and what information they display. This is done using invoice templates: Word documents with a specific layout and placeholders, such as {InvoiceNumber} or {RelationName}.
When you generate an invoice, AdminPulse automatically fills in these placeholders with data. This results in accurate and personalized invoices.
This article provides an overview of the Invoice templates screen and explains how AdminPulse selects which template to use when creating an invoice.
⏭️ In the next article in this series, you’ll learn how to manage your templates in the Invoice templates screen: Invoice templates: key management actions
⏭️ The third article dives deeper into creating and modifying Word invoice templates and using placeholders: Invoice templates: customizing invoices – placeholders, tables, and branding
Overview of the Invoice templates screen
In the Invoice templates screen (Settings > Invoice templates), you manage all the invoice templates available in your AdminPulse environment. At the top, you’ll find several filters, and below that, a list of templates.
Filters in the Invoice templates screen
At the very top of the Invoice templates screen, you can use various filters to quickly find templates:
- Template type – filter by the type, such as invoices or credit notes.
- Language – choose between Dutch, French, or English.
- Own company – show only templates linked to a specific own company.
- Show only active templates – check this to view only templates that are currently active.
💡 Combine multiple filters to quickly find the correct templates. The results are displayed below in a list based on your selections.
Template list overview
The table below the filters shows all templates that match your selection. For each template, the following information is displayed:
- Name: the name of the template.
- Template type: for example Invoice – Forfait, Invoice detail, or Credit note.
- Language: the language of the template.
- Own company: the own company the template is linked to.
- Last modified: the date and time of the most recent change.
- Active: indicates whether the template is currently active.
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Actions: buttons to edit, replace or download the template, among others.
The next article explains each of these action buttons: Invoice templates: key management actions
💡 By default, templates are sorted alphabetically by name. You can sort by other columns, such as Last modified, to quickly find recent changes. Click a column title again to reverse the order.
Downloading and reusing example templates
Above the list of templates, there’s a drop-down menu called Example templates, which lets you download ready-to-use samples.
These sample templates are great for reusing layout elements. For example, you can copy a table from a sample and paste it into your own template.
- Click on Example templates to open the list.
- Download the template you want as a .docx file using the download button.
- Edit the document in Microsoft Word.
- Upload your customized version using the +Add button (to create a new template) or the Replace action button (to adjust the current template).
For more information about template management: Invoice templates: key management actions
For more on editing Word templates: Invoice templates: customizing invoices – placeholders, tables, and branding - Activate the template once you're satisfied by using the button with the checkmark.
💡 Looking for more example templates? Be sure to check the following article: Example templates for invoices and invoice details
Overview of active invoice templates per own company
If your AdminPulse environment works with multiple Own Companies, it can be difficult to keep track of which invoice template is active for which Own Company. Via the overview of active invoice templates per own company, AdminPulse gives you more insight into this.
What information can you find in the table Overview of active invoice templates per own company
Own Company: The information in the table is displayed per Own Company
Template type: Per Own Company you can see the template types for which an active invoice template exists
Dutch/French/English: A distinction is made per language
Result: The name of the active invoice template is shown
What do the symbols used in the table Overview of active invoice templates per own company mean
| globe |
This template is not only used for this Own Company, but for all Own Companies. |
| red warning triangle |
An invoice template is missing for this. |
| info icon |
No specific template is configured for this. Instead, the template of template type "invoice" or "credit note" is used. 💡You can also tell by the name of the template, which is displayed in italics. |
Which template is applied?
When you're creating an invoice, AdminPulse automatically selects the appropriate invoice template based on several parameters.
Automatic language selection
AdminPulse automatically picks a template in the language of the relation. If there’s no active template available in that language, the following error will appear: "No invoice template found in ‘language’."
💡 Do you work with clients in multiple languages? Don’t forget to create or update templates in each required language.
Automatic template type selection
AdminPulse also selects the template type based on the type of invoice being created. The available types include:
- Invoice (default)
- Invoice – Settlement
- Invoice – Forfait
- Invoice – Registrations
- Invoice – Advance
- Invoice – Free
- Invoice detail
- Credit note (default)
- Credit Note – Settlement
- Intra company invoice
For example, if you're creating a fixed-fee invoice, AdminPulse will check whether there’s an active template of the type Invoice – Forfait in the right language. If yes, it will use that.
If not, AdminPulse will fall back to the default template type — either Invoice or Credit Note, depending on the context — in the correct language.
Active invoice templates
Only templates marked as active are used automatically when generating invoices. Use the button with the checkmark to activate a template once you are satisfied with it.
👉 An exception to this are templates of type 'Invoice' that are explicitly assigned to a relation (Relation file > Invoicing > Invoice data and settings) or invoice schedule (Relation file > Invoicing > Invoice scheduling) — these templates do not need to be active to be applied.
Assigning specific templates at the relation or invoice schedule level
Want to override the general rules that AdminPulse applies (as described above)? Then set up specific templates to be used in these exceptions.
Where can you assign specific invoice templates?
AdminPulse allows you to assign templates precisely — either to a relation or even to a specific invoice schedule within that relation.
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Invoice schedule level:
Relation file > Section: Invoicing > Block: Invoice scheduling> Gear icon on the invoice schedule
Here, you can link specific templates to an invoice schedule. -
Relation level:
Relation file > Section: Invoicing> Block: Invoice data and settings
Set specific templates here for all invoices related to that client.
Template application hierarchy
AdminPulse applies invoice templates following a clear order of priority. The more specific the level, the higher the priority.
- Invoice schedule level: if a template is assigned here, it will be used, regardless of other settings.
- Relation level: if there’s no template at the invoice schedule level, AdminPulse uses the one set at relation level.
- If no exceptions are defined at either level, AdminPulse uses the active templates for the relevant own company as configured in the Invoice templates screen.
⏭️ Ready to add your own templates or replace existing ones? Continue with the next article: Invoice templates: key management actions