With Report Pro, you can fully customize your invoices by adding your logo, improving readability, incorporating social media icons, and including coupons.
How to
- From Report Pro select the Customize tab
- Select the Invoice button under Customize
For adding your logo to the invoice see How Do I Add My Logo To My Report Pro Invoice?
Select What Information Appears
Header
By selecting the Box in front of each item listed next in the Customize Window you can select what information appears on the Invoice.
| Shop Name | Shop Address | Shop Phone | Shop Slogan |
| License 1 | License 2 | Ref # | Hat # |
| Unit # | Engine |
You can choose only one of the following dates to appear on your invoices:
- Printed Date - Prints the date the invoice is printed.
- Posted Date - The date that the invoice posted to history.
- Promised Date - The date that was promised to the customer for vehicle completion.
- Display Time with Date Display (except simple invoice) - By default, the invoice prints only the date. Check this box to also print the time from your management system if available; otherwise, the current time will be displayed.
Display Vehicle Time-In and Time-Out - Enable this option to display the Vehicle Time-In and Time-Out on printed invoices. The section will appear only if the Time-In or Time-Out fields have data. It is hidden by default.
Add a Paid Stamp on zero balance - Add a red PAID stamp to invoices when the customer pays it.
Hide All Header Labels - Use this option when your invoice paper already has your shop's information printed on it to prevent Report Pro from printing over the pre-printed header.
Body
HINT: For colors, use the color saturation scale in the Define Custom Colors to lighten your color preference as darker saturation can make invoice text harder to read, plus you'll save on toner.
Invoice Primary Accent Color - Add color to your invoices. Select from the provided colors or select a custom color to add to your invoice. Typically a primary color in your logo is best.
Invoice Secondary Accent Color Add a second color to your invoice. - To choose your invoice's Secondary Accent color, either select a predefined color or define a custom color. Typically this is the secondary color in your logo.
Show Part Prices - Invoice part item prices are displayed by default. Unchecking the box hides individual prices, though the part subtotal for a by-the-job invoice remains visible unless also unchecked.
Show Part Numbers - By default the part numbers are shown for your invoice part items. Uncheck this box to hide them.
Show Labor Hours - By default the labor hours associated with a labor line will display in the job subtotal section of the by the job invoice templates. Uncheck this box to hide the labor hours for each labor line item.
Show Job Totals - By default the by the job invoice templates will print the job totals. Uncheck this box to hide the job totals.
Show labor/Parts Job Total? - Uncheck this option to hide the Labor and Parts totals when using a By the Job invoice template.
Show Sublet Job Total? - Uncheck this option to hide the Sublet labor totals when using a By the Job invoice template.
Show List Prices (By the Job Invoice Templates Only) - By default the by the job invoice templates will not show List Prices. Check this box if you sell your parts below list to your customers.
Force Jobs To Group Together - This option, checked by default, attempts to fit entire job invoices on one page. If it can't, the job wraps to the next page. Uncheck to make all jobs wrap, even if they fit.
Only Show First Line of Descriptions - This option is unchecked by default so all information typed into the management system is on the invoice. Check this box to show only the first line of the description on the invoice.
Remove New Lines From Descriptions - By default this option is unchecked so that any extra blank lines entered in the management system are on the invoice. Check this box so extra lines are not displayed on the invoice.
Show Watermark Across Page Background - Enable a light gray, two-letter watermark on invoices for shop branding. This option is off by default. Check the box and enter two letters to display them as a grayscale watermark.
- Watermark Image Path - To use a logo instead of grayscale text, select the lookup button and map to the image file on a shared network drive or local folder. This setting is per computer. Ensure the logo is sized appropriately, light in color (preferably grayscale), and consistently accessible via the same folder path on all machines.
Customize Footer
Show Website Link?
By default this option is unchecked. Once you add your web address, select this box and it will be included on your invoice.
- Set text color for website link - Select from the predefined colors or define your own. It doesn't have to be blue either!
- Generate QR code for Website Link? - Check this option if you have entered a URL for your website and would like a QR code printed on the last page of your invoice.
Show Disclaimer - Uncheck this option if your disclaimer is pre-printed on your invoice paper or add disclaimer text. Uncheck this option to not show consent notification in the disclaimer text.
NOTE: Be sure to inform your customers that you will now be using text as a way of communicating with them. This is not recommended for Message Manager Pro customers as the FCC has recommended that customers be notified that they will be receiving transactional text messages
Use Custom HazMat Label - Check this option if your State/Province requires you to use a custom label for Hazardous Material charges. The label value is pulled from your shop management system.
Use Custom Shop Supplies Label - Check this option if your State/Province requires you to use a custom label for Shop Supply charges. The label value is pulled from your shop management system.
Show Tax details when Multiple Taxes - Check this option if your State/Province requires that you display the individual breakdown of taxes.
Hide Labor, Part, Sublet Totals in Invoice Total box - Check this option if you wish to hide the totaling of Labor, Parts and Sublet on the last page of your invoice. If using this option, be sure that you are not breaking any consumer protection laws and you may want to hide them in the job sub-totaling as well.
Show Technician Names - Check this option to show a list of technicians that worked on this invoice.
Show Technician License with Tech Name - Check this option if your State/Province requires you to display the technicians license number with their name. Be sure to not check this option if you store private information in the technicians ID field of your management system.
Sections
Recommendations - Check this option to include a recommendations section on the invoice. You invested the time into checking out the vehicle. Include all the recommendations you have made for future reference.
- Section Title - Give this section a custom title to print on the Invoice. Such as declined jobs etc.
- Include Past Due Recommendations - Check this option to include recommendations where the Need By date is prior to today's date.
- Generate QR Code Appointment - Check this option to have a QR code generated for the next due recommendation.
- Accent Color - Set a color to catch the customer's attention to the items listed.
Unsold Revisions - Check this option to display a summary of unsold revisions on the invoice. The first line of the revision must be labor or part. Only the description of the first labor or part will be printed in the summary.
- Section Title - Give this section a unique title that describes the sub-estimates. Default description is the traditional "Declined Work"
- Show Prices - Uncheck this option if your sub estimates contain many jobs where the total sub estimate price could mislead the customer since only the first labor line is shown as a summary description.
Sold Revisions - Classically these represent sub-estimates that were sold to a repair order after initial approval was given. The approval is for the additional work and cost to the customer.
- Section Title - Give this section a unique title that describes the invoice revisions. Default description is the traditional "Customer Approval"
- Show All Details for Sold Revisions - Check this if all the details regarding the customer approval transaction need to be, or you would like to, print on the invoice.
Discount - This section is a special section that will not show if discounts are zero. If discounts are greater than zero, that amount will print big and bold to the right of your section title.
- Section Title - Give this section a unique, catchy title. Default description is the traditional "Discounts". You could try making something like: "TODAY YOU SAVED:"
Show State-specific Sections - When this option is selected, Report Pro will add the state specific sections to your Estimate and/or Invoice templates if the State in your Shop Information table of your shop management system has one of the following states: WI; FL; MI
Social Media
Here you can add direct links to any social media your shop uses to advertise. Check the corresponding box and link your social media pages to the icon by typing in the URL to your social media page. If you do not have one of or any of the following pages, do not check them off as it will mislead your customer into trying to find you on those social media sites.
Credit Cards
It is always a good idea to communicate to your customers what methods of payment that you accept. The big four have icons ready to add to your invoice and there are two additional spots to add specialty cards that you accept. Be sure to load the icons for those specialty cards in the image path box provided.
Just select the box by the cards you accept. Visa, MasterCard, Discover, American Express including two spots where you can add your own customer credit cards.
Affiliate Logos
Align your invoice with more branding and familiar names by adding the logos of local brands that you believe in. Add up to five Logos. Recommended size - 1in x .5in. NOTE: if the logo is square and smaller than the specifications, put some "white space" padding on each side of the image to prevent the logo from being flattened during the rendering process.
Customize Coupons
Static Coupons
There are 3 static coupons that print on the invoice when the Show Coupons box is checked (On the last page of portrait invoice templates and on even number pages of landscape invoice templates). Each coupon has 3 editable areas (Line 1 is the large bold print coupon offer, Lines 2 through 4 are the three lines for a description and then the coupon footer, which is the same for all coupons. Typically the footer is your default coupon disclaimer).
It is important to note that although the section is called coupons and they print like coupons on the invoice, you can also use them for advertising other services you offer at your regular retail price.
- Select in the Coupon Offer section and enter your single line coupon offer
- Select in the Coupon Description section and enter your coupon description (up to 3 lines)
- Select in the Coupon Footer section and enter your coupon description (Remember it's the same for all coupons)
- Repeat steps 4 and 5 for each coupon
Intelligent Coupons
Report Pro has the ability to make your coupons specific to recommended services that exist for the vehicle on the invoice being printed. This is achieved via the Recommendation Category
- Select the Advanced button in the Coupons section.
- Select a category in the list of categories in the left box to link a coupon to (Categories that already have a coupon linked are highlighted)
- Select in the Coupon Offer section and enter your single line coupon offer.
- Select in the Coupon Description section and enter your coupon description (up to 3 lines)
- Repeat steps 5 through 7 for each category you want linked to a coupon.
Now when a Recommendation with a matching category exists on the vehicle that the invoice is being printed for, that category's corresponding coupon is printed instead of the static coupon. Up to 3 Intelligent coupons can be printed when multiple recommendations exist, if less than 3 exist then the static coupons are printed.