Do It Yourself Custom Invoices

We have several default order forms for you to use, pre-loaded into the system. But what if you want to use a form you’ve adopted prior to coming to us? No problem. We can convert your form into the correct format and tag it so it will work in our system, for a fee. However, it is possible for you to design and implement your own forms yourself. Here is a tutorial and some basics for doing it yourself.

Our Disclaimer: We cannot assist beyond this documentation with your edits. If you call in for assistance with it we will require a form consult and quote you a fee on the changes you need completed. The good news is that it usually only takes a few days to get the job done and uploaded to your system. At that point, the form is yours!

Getting Started

ServiceMonster forms are PDF documents with three layers:

Layer 1: Text and Layout [Visible Layer]

Layer 2: Merge fields [Hidden Layer]

Layer 3: Printable data from tags [Printable Layer]

These are programs that you may need to use to complete your custom form:

Nitro Pro [https://www.gonitro.com/]

Nitro Pro User Guide [http://install.nitropdf.com/pro9/nitro-pro-9-user-guide-en.pdf]

Nitro is recommended for completing a fully customized form design, with merge fields.

                 

PDFescape [http://www.pdfescape.com/]

PDFescape Video Tutorial [https://youtu.be/x6HyjX0CKxY]

PDFescape is a free product and suitable for making minor adjustments and/or adding a few merge fields to a form.

                 

Adobe Photoshop, Adobe InDesign or Word

These programs are used to create the initial layout. You will be required to save as a PDF and use another program to add the merge fields.

These are the merge fields you will use to pull information from ServiceMonster to your form: What merge fields are used on Order Forms?

Step 1: Create the Invoice Layout

Use a document creator such as Word or Adobe Photoshop/InDesign to create your document. You may already have a form designed and you just need to tag it to work within our system; if so, go to Step 3.

Page Layout: Choose a standard size (8.5″ x 11″) layout so your client can print it without issues.

Key elements to consider including on your invoice:

Your contact info: at a minimum, you’ll want to include your logo and address.

– Customer’s information: consider if you will be sending it in an envelope or not. Include billing and site information.

– Invoice number

– Invoice date

– Line Items, description, prices, units and/or quantity

– Totals and Taxes

– Notes: keep room for taking notes when out in the field.

– Signature line: If you want a signature on the form, to confirm the work to be done. Your customers can now sign the forms directly in the field: Signature Capture – Mobile

Fonts: Not all fonts are supported with PDF printing. You will want to stick to basic fonts such as: Arial, Impact, Times New Roman, Bookman, Verdana, and Courier.

Step 2: Save as PDF

Save your completed template as a PDF.

From Word

 Click File > Export > Create PDF/XPS.

From Adobe Photoshop

 Choose File > Save As, and then choose Photoshop PDF from the Format menu.

 Click Save.

From Adobe InDesign

Choose File > Export.

Specify a name and location for the file.

For Save As Type (Windows) or Format (Mac OS), choose Adobe PDF (Print), and then click Save.

For Compatibility, choose the lowest PDF version necessary to open the files you create. Our PDF uploader only allows PDF version 1.6 (Acrobat 7.x) or older.

Click Export (Windows) or Save (Mac OS).

Step 3: Convert to a version usable with ServiceMonster

Our PDF uploader only allows PDF version 1.6 (Acrobat 7.x) or older. So check your version, if your version is newer, you may need to convert it.

This option is available in both Acrobat Standard and Professional.

  • Choose Document—> Reduce File Size
  • Choose the PDF compatibility required (7 or older will work).
  • Click OK

Step 4: Tag your document with merge fields

Your form has to have merge fields added to it in order to pull the information from ServiceMonster and have it print on your form.

You will use the merge fields found here for your form: What merge fields are used on Order Forms?

Using Nitro Pro:

To create form fields in your document:

  • Open your document in Nitro Pro.
  • Click on the Forms tab > Text Field.
  • Click and drag on the PDF to create a text field.
  • Right-click the field you created > Properties.  Here you can adjust different parts of the field such as appearance and format of the text under the following tabs:

General – in the Name field you will enter the merge field name. Include the brackets ([ ]) and any underscores ( _ ) or else it will not pull information once uploaded.

                     

Appearance – Allows you to change the font, size, and color of the text and the border and fill colors of the actual field.

                       

Options – Allows you to change the alignment and wrap options of the text.  **If ‘Multi-line’ is checked, the text will wrap in the field.

                       

Format – no need to use this tab in most cases.

Validate – no need to use this tab

Calculate –no need to use this tab

Actions – no need to use this tab

** You can also hold shift and click on multiple fields you created, then right-click one of them to adjust the properties of all of them.

TIP: When editing form fields, the Edit All Fields tool lets you select and edit any type of field.

Using PDF Escape

  • Select Form Field from the insert field
  • Select Text in the Type
  • Press Select
  • Click and drag on the PDF to create a text field.
  • Right click the field and select Object Properties
  • In the Name field you will enter the merge field name. Include the brackets ([ ]) and any underscores ( _ ) or else it will not pull information once uploaded.
  • If multi-line is required, check it.
  • Alignment will determine where the text will sit within the field.
  • Press OK once completed.
  • To adjust the font you will select the box you are needing to change and change the settings at the top of the editing screen.

Step 5: Tag your line items

Line items are a bit more complicated as you will need to indicate each line and its corresponding Item Name, Description, Quantity, Price and Total. Here is how to accomplish this:

In the naming convention of the tags you will replace the number for each line, to the line number that it is associated with.

Example:

               

If your order is over the number of line items listed, then it would go to a second page (duplicate of the original invoice) with the additional lines.

Step 6: Edit, align and space multiple fields

Using Nitro Pro:

In Nitro, you can you can edit common appearance properties and fix alignment issues.

To edit the appearance of multiple fields:

1. On the Forms ribbon tab, in the Fields group, click Edit All Fields

2. Select the fields using one of the following methods:

3. Click and drag the cursor around all the fields

4. Click on each field while holding down the Ctrl key

5. Do either of the following:

On the Properties context tab, click any options in the appearance group

Right-click, click Properties, and then change any of the appearance options

6. Click OK

To adjust the alignment and spacing of form fields:

1. On the Forms ribbon tab, in the Fields group, click Edit All Fields.

2. Select the fields using one of the following methods:

Click and drag the cursor around all the fields

Click on each field while holding down the Ctrl key

3. Do either of the following:

On the Alignment context tab, click any option to change the alignment or spacing between selected fields

Right-click and click any option to change the alignment or spacing between selected fields

Step 7: Save your changes

1. Save your PDF to a location you will be able to find.

Step 8: Upload the form to ServiceMonster

In ServiceMonster, choose Company Tab> Order Forms

1. Select New Custom Form

2. Name your form

3. Line Item count is the number of line items on your form. If this isn’t changed then it would print one line to each form.

(Example: 1 order with 5 line items would print out on five pages).

4. PDF Form File: Browse to find the PDF you created.

5. Press Save.


The file will upload and a preview will show within the sample preview pane.

Step 9: Set up your Order Print Options

Go to Company > Company Settings > Print Settings > Order Print Options.

Either click on the name of the print option that you would like to edit or click New Print Option.

The Print Style screen is broken into 6 boxes:

Residential EstimateCommercial EstimateResidential Work OrderCommercial Work OrderResidential InvoiceCommercial Invoice

In each one of the 6 categories, you can choose a different Order Form as well as select different options.

Select the custom order form you created.

After making any changes, click Save.

This completes the basic steps.

If this sounds at all daunting, we fully understand! Please keep in mind that we do custom form changes for a fee. Call us at 888-901-3300 to set up a free custom form consult if you have any difficulty and we can assist you with the creation of your forms.