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Quote & Invoice Templates

Learn how to create, apply, edit, and delete quote and invoice templates

Jan Santos avatar
Written by Jan Santos
Updated over a week ago

Settings > Quote & Invoice Templates

This is where you add, edit, duplicate and delete your quote/invoice templates. Once set up, you can apply the templates when creating a Pick & Choose quote, Fixed quote, and invoice.

There are three different templates you can add:

1. Pick & Choose Quote Templates: Save a template to easily prefill the quote details when creating a pick and choose quote for your client. This is helpful when creating quotes with multiple products and packages and will save you a tonne of time if it's something you often do.

Studio Ninja comes with two default Pick & Choose quote templates that you can use or edit:

• Sample Portrait Quote Template

• Sample Wedding Quote Template

2. Fixed Quote Templates: add a template to present a fixed list of packages and products.

3. Invoice Templates: save a template to easily send an invoice if the client has already booked, and has chosen their packages/products from your list.

How to create a new Pick & Choose Quote template, Fixed Quote template, and/or Invoice template

To create your own template, click on the green 'Add new template' button.

Now simply work your way through and fill in the quote/invoice details:

Step 1: Set a name to easily identify the template when creating a quote or invoice.

Step 2: Add a quote/invoice introduction for this template.

Step 3: Choose your packages/products from the drop-down menu OR create your own by typing in the input boxes. You can add as many packages/products as you'd like.

Step 4: If you'd like to add a discount you can apply a percentage discount per package/product OR apply a fixed discount in the Add new discount section. Simply choose from the drop-down list OR create your own by typing in the input boxes.

Step 5: Feel free to add notes for special instructions or any additional notes you wish to add. Then select a payment schedule from the drop-down menu to split the payments; and set the due dates if necessary.

Step 6: Select a questionnaire and contract to attach to the quote/invoice. It's optional so you can leave it blank if you like.

Note: you can edit the contract template here without making any changes to the master copy in Settings.

Step 7 (for quote templates): Tick the "Automatically generate an invoice once the quote is accepted" if you'd like the system to generate an invoice after the quote has been accepted.

Step 8: If you're happy with everything, then click the "Save Template" button, and you're good to go! You can start selecting the templates you created when creating a quote/invoice within the lead/job profile - woohoo!!

Frequently asked questions:

How do I save an existing quote/invoice as a quote/invoice template?

If you have an existing quote/invoice you want to save as a template, then simply open the lead/job where the quote/invoice was saved, click 'View', and click the 'Edit' button. Scroll down and click the 'Save As Quote/Invoice Template' button, and you're good to go!

IMPORTANT: If the quote has been accepted, it is no longer possible to edit and save it as a template. Also, if the invoice has been fully paid, you will have to mark a payment as unpaid to be able to edit and save it as a template.

Need Help?

If you need help with anything we are here for you :-)

Message us in-app by clicking on the green chat icon on the bottom right-hand side and one of our friendly staff will give you a hand. (Users accessing their account from the mobile app can click on Settings > Open Settings in web browser).

Book a training session and Elle will help you through every step of the process to get you set up as quickly as possible. She can also answer any questions you may have and also make sure your account is running in the most efficient way.

Join our Ninja community and chat with all of our users in the private (members only) Facebook Group.

Now you're ready young padawan! Go forth and conquer.

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