Email invoice & quote templates
Discussion
No but as an IT geek could I offer a piece of advice (and possibly something you'd be be doing anyway ) but make sure you "pad out" the email so it's blatantly obvious that it's legitimate.
These days anything that simply says "Here is your invoice" with a Word document attached called "invoice.docx" is likely to be viewed as spam or malicious by a great many systems.
Also consider PDF as whilst no format is perfect, sending in Office format is a bit of a red flag these days as well as being arguably more open to being tampered with.
Do consider ensuring things are digitally signed so they cannot be tampered with i.e. "But the quote said £500 not £5000" if you're sending out unprotected Word documents.
These days anything that simply says "Here is your invoice" with a Word document attached called "invoice.docx" is likely to be viewed as spam or malicious by a great many systems.
Also consider PDF as whilst no format is perfect, sending in Office format is a bit of a red flag these days as well as being arguably more open to being tampered with.
Do consider ensuring things are digitally signed so they cannot be tampered with i.e. "But the quote said £500 not £5000" if you're sending out unprotected Word documents.
What I do at present is:
I created blank invoice and quote documents in word, margins set to accept my letterheads.
I type in whats required on blanks.
Then print off onto letter headed paper.
Then scan to recipient by email.
What I am looking for is a way to make this paperless but allowing me to design new quote & invoice documents using my logo, and send them from my PC.
I created blank invoice and quote documents in word, margins set to accept my letterheads.
I type in whats required on blanks.
Then print off onto letter headed paper.
Then scan to recipient by email.
What I am looking for is a way to make this paperless but allowing me to design new quote & invoice documents using my logo, and send them from my PC.
flatsix3.6 said:
What I do at present is:
I created blank invoice and quote documents in word, margins set to accept my letterheads.
I type in whats required on blanks.
Then print off onto letter headed paper.
Then scan to recipient by email.
What I am looking for is a way to make this paperless but allowing me to design new quote & invoice documents using my logo, and send them from my PC.
Why not just add your letterhead to your Word template and then save it as a PDF?!I created blank invoice and quote documents in word, margins set to accept my letterheads.
I type in whats required on blanks.
Then print off onto letter headed paper.
Then scan to recipient by email.
What I am looking for is a way to make this paperless but allowing me to design new quote & invoice documents using my logo, and send them from my PC.
Otherwise, I use Xero for all my accounts and send my invoices from there.
This is what I want to create for an invoice that can be kept as a file that I can fill out and email the customer, quote would be the same but no columns (plain).
I would need to be able to edit the invoice as I need to change some text and numbers.
I get to this stage by creating the invoice in word then printing on to headed paper.
How do I get this into PDF format, I have no idea how to get the company logo transferred.
I would need to be able to edit the invoice as I need to change some text and numbers.
I get to this stage by creating the invoice in word then printing on to headed paper.
How do I get this into PDF format, I have no idea how to get the company logo transferred.
bhstewie said:
I would assume whoever made your letterhead paper has the design somewhere and could provide a PDF?
In Word it's then as simple as saving as a PDF document.
When I had these letter heads printed (a while ago)the printer used a plate so he said, so I assume there was not a computer involved in it's design.In Word it's then as simple as saving as a PDF document.
flatsix3.6 said:
When I had these letter heads printed (a while ago)the printer used a plate so he said, so I assume there was not a computer involved in it's design.
What's the biggest printed version you have of the logo? Scan that in for starters. Better still if you have the original digital artwork. I'll make you up a Word template to match that invoice but you'll need a good quality copy of the logo. Actually, the logo is just Times New Roman with some adjustments to the character width.
Here's the Word version:
http://www.james-skinner.com/ph/LSLInvoice.docx
Word 97-2003 version:
http://www.james-skinner.com/ph/LSLInvoice.doc
Sampe PDF (just go File... Save As... PDF in Word):
http://www.james-skinner.com/ph/LSLInvoice.pdf
The footer (company details) need adding - they were cut off on your image. Let me know what they need to be and anything else you'd like to adjust.
Here's the Word version:
http://www.james-skinner.com/ph/LSLInvoice.docx
Word 97-2003 version:
http://www.james-skinner.com/ph/LSLInvoice.doc
Sampe PDF (just go File... Save As... PDF in Word):
http://www.james-skinner.com/ph/LSLInvoice.pdf
The footer (company details) need adding - they were cut off on your image. Let me know what they need to be and anything else you'd like to adjust.
miniman said:
Actually, the logo is just Times New Roman with some adjustments to the character width.
Here's the Word version:
http://www.james-skinner.com/ph/LSLInvoice.docx
Word 97-2003 version:
http://www.james-skinner.com/ph/LSLInvoice.doc
Sampe PDF (just go File... Save As... PDF in Word):
http://www.james-skinner.com/ph/LSLInvoice.pdf
The footer (company details) need adding - they were cut off on your image. Let me know what they need to be and anything else you'd like to adjust.
Thanks MinimanHere's the Word version:
http://www.james-skinner.com/ph/LSLInvoice.docx
Word 97-2003 version:
http://www.james-skinner.com/ph/LSLInvoice.doc
Sampe PDF (just go File... Save As... PDF in Word):
http://www.james-skinner.com/ph/LSLInvoice.pdf
The footer (company details) need adding - they were cut off on your image. Let me know what they need to be and anything else you'd like to adjust.
Company info:
VAT Registered No 748 2393 07
Directors: R.W.Jones, K.F.Jones
Company Registered in England No 4079733
Logo is in a deep red (maroon).
Office number:01455 449383
Mobile 07957 556561
Delete fax line
Add:
Email: mail@lindsaysurfacing.co.uk
web site: www.lindsaysurfacing.co.uk
OK revised version here:
http://www.james-skinner.com/ph/LSLInvoice.doc
I changed the address section a little - it doesn't work with the longer email address and web URL so I right aligned it.
http://www.james-skinner.com/ph/LSLInvoice.doc
I changed the address section a little - it doesn't work with the longer email address and web URL so I right aligned it.
I realise plenty of people still find manually creating quotes and invoices from a template is OK, but using a proper system to do this for you is just so much better. Most modern accounting applications will do this and then allow you to convert a quote to an invoice in one click. There's so many benefits of having all this info contained within a single "system" rather than loads of individual Word DOC files or PDF's scattered on a hard drive.
Bikerjon said:
I realise plenty of people still find manually creating quotes and invoices from a template is OK, but using a proper system to do this for you is just so much better. Most modern accounting applications will do this and then allow you to convert a quote to an invoice in one click. There's so many benefits of having all this info contained within a single "system" rather than loads of individual Word DOC files or PDF's scattered on a hard drive.
This is true. I use PDF995 to make Word docs into PDFs. It appears as an option in the print menu.
http://www.pdf995.com/
http://www.pdf995.com/
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