Set up invoice templates

Create and manage invoice templates that fit your business needs. From simple branding updates to detailed layouts for specific clients or funding types.

Overview

Caspen includes a standard invoice template by default. This template is used for invoices unless you select a different one.

You can:

• Edit the standard invoice template.

• Create additional templates for different clients, funders, or services.

• Choose which template to use when you create an invoice.

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Add an invoice template

1. Go to Settings → Invoice templates.

2. Click Add invoice template.

1. Enter the details for your new invoice template.

See the Invoice template field reference below for details about each field.

1. Click Create (top-right corner).

Invoice template field reference

Use the fields below to customize what appears on your invoice templates. The letters (A–F) correspond to the sections marked in the example invoice.

Field	Description
A. Show item code	Displays the line item code on the invoice.
B. Show linked event	Displays the event related to the invoice (for example: For appointment: Nov 8, 2025, 5:14 PM).
C. Show logo	Displays the location logo. If no location logo is set, Caspen will use the account logo. If neither is available, the business name will display instead. Note: In preview mode, the account logo (or business name) is displayed if no location is linked. Actual invoices use the location logo when available.
D. Show NDIS number	Displays the client’s NDIS number if it is saved (Australia-specific).
E. Memo	A short message or note that appears above the line items. Example memo: “Thank you for your continued support.”
F. Footer	Text that appears below the line items (for example, payment details, refund policy, or thank-you note). Example footer: “Payment due within 7 days. BSB: 123-456, Account No: 12345678.”

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Using your invoice templates

The template will appear in the invoice template dropdown when creating a new invoice. When selected, your invoice will follow the same layout and settings defined in that template (for example, logo, memo, footer, etc.).

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Edit an invoice template

1. Go to Settings → Invoice templates.

2. Find the template you want to edit.

3. Click Actions → Edit.

1. Make your changes and click Save.

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Archive an invoice template

1. Go to Settings → Invoice templates.

2. Find the template you want to archive.

3. Click Actions → Archive.

The template will be moved to the Archived tab and will no longer be available for selection.

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Restore an archived template

1. Go to Settings → Invoice templates.

2. Click the Archived tab.

1. Find the template you want to restore.

2. Click Actions → Restore.

The template will move back to the Active tab and become available again in the invoice template dropdown when creating a new invoice.