Email invoice & quote templates

Email invoice & quote templates

Author
Discussion

flatsix3.6

Original Poster:

756 posts

180 months

Saturday 28th May 2016
quotequote all
As virtually all my invoices and quotes are sent via email can anyone recommend an online service where I can design these.

bitchstewie

50,767 posts

209 months

Saturday 28th May 2016
quotequote all
No but as an IT geek could I offer a piece of advice (and possibly something you'd be be doing anyway smile) 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.

flatsix3.6

Original Poster:

756 posts

180 months

Saturday 28th May 2016
quotequote all
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.

Sunnyone

146 posts

112 months

Saturday 28th May 2016
quotequote all
After a recommendation on here I use Jobber for my invoices, quotations and receipts. Works very well and is Web based so I can do it from my phone if I'm away from the office.

Jobber has may more uses but I just use it for the basics.

jammy_basturd

29,775 posts

211 months

Saturday 28th May 2016
quotequote all
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?!

Otherwise, I use Xero for all my accounts and send my invoices from there.

Jasandjules

69,825 posts

228 months

Saturday 28th May 2016
quotequote all
Create the invoice and PDF it and attach it to the email. It is a little more professional looking IMHO.

VEX

5,256 posts

245 months

Saturday 28th May 2016
quotequote all
I run a fixed layout in excel,
fill in the boxes,
Print to PDF
Email to client.

I do low volume invoicing, 2-10 a month so this is real simple and effective.

V.

DSLiverpool

14,670 posts

201 months

Sunday 29th May 2016
quotequote all
I've discovered Proposify and whilst not invoicing it's so good I'm in love and spreading the word!

flatsix3.6

Original Poster:

756 posts

180 months

Monday 30th May 2016
quotequote all
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.


bitchstewie

50,767 posts

209 months

Monday 30th May 2016
quotequote all
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.

flatsix3.6

Original Poster:

756 posts

180 months

Monday 30th May 2016
quotequote all
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.

miniman

24,824 posts

261 months

Monday 30th May 2016
quotequote all
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.

miniman

24,824 posts

261 months

Monday 30th May 2016
quotequote all
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.

flatsix3.6

Original Poster:

756 posts

180 months

Monday 30th May 2016
quotequote all
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 Miniman

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

miniman

24,824 posts

261 months

Monday 30th May 2016
quotequote all
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.

Bikerjon

2,202 posts

160 months

Monday 30th May 2016
quotequote all
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.

miniman

24,824 posts

261 months

Monday 30th May 2016
quotequote all
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.

Simpo Two

85,147 posts

264 months

Monday 30th May 2016
quotequote all
I use PDF995 to make Word docs into PDFs. It appears as an option in the print menu.

http://www.pdf995.com/

flatsix3.6

Original Poster:

756 posts

180 months

Monday 30th May 2016
quotequote all
Thanks, I have saved it in my documents, do I need to down load some software to convert to PDF.

miniman

24,824 posts

261 months

Monday 30th May 2016
quotequote all
I think the challenge was that the company logo didn't exist digitally, only on the pre-printed letterhead. It does now smile