Features Below Available To: ✅ Grow Plan ✅ Track Plan ❌ Free Plan
The Invoice Templates feature gives you complete control over the structure and design of your invoices, without having to start from scratch every time.
When creating an invoice, you’ll be prompted to select a template if one hasn’t already been applied. Invoice templates help to streamline the process in different ways:
The first invoice for a Project
When creating the first invoice for a project, you’ll be asked to create or apply a template before continuing.
The project has past invoices, but no template
If a project has past invoices but has never used a template, you’ll be able to create a new template from scratch or generate one based on your previous invoice settings.
The project's invoices have a template applied
If a project has invoices that already have a template applied will automatically apply the matching template to future invoices for the project for consistency.
If the designs from the last invoice on the project match a saved template, that template will be applied.
If the designs from the last invoice on the project do not match a saved template, you'll be prompted to select a template in the body of the Designer screen
Templates are required to open an invoice, as all design options are now controlled by your selected template. Continue reading to learn how to use and customize invoice templates.
If you have draft invoices for a project, a template must be created and applied before the invoices can be opened and sent to the client.
📚 Learn more about building an invoice in Monograph.
How to Create and Manage Templates
Invoice templates can be created and managed in two places: from the Invoices page (Invoices > More > Manage Templates) or from your Settings (Settings > Templates). Here, you can create a new invoice template, edit or duplicate an existing template, or deactivate any templates that you no longer use.
Once a template has been used on an open invoice, it becomes read-only and can no longer be edited. If updates are required, the template will need to be duplicated and then edited there.
Managing Templates from Settings
To access and manage templates from Settings, navigate to Settings > Templates. Here, you'll find all active templates, as well as any inactive templates. Click New invoice template to begin creating a template.
Alternatively, click on the ellipsis next to any of the templates and select Create invoice to create a new invoice using that specific template. A pop-up will appear to select the Project, Invoice Number, and Services Through dates.
After entering the necessary information, click Create to begin building the invoice or click Cancel to exit.
Editing Templates
To edit a template, click on the ellipsis next to the template name and select Edit to open the invoice template.
After all necessary updates have been made, click Save in the upper-right corner. A template can only be edited if it has not been applied to an invoice.
Duplicating Templates
To duplicate a template, click on the ellipsis next to the template name and select Duplicate. This will copy the original template and any changes can be made from there.
After all necessary updates have been made, click Save in the upper-right corner. A template can only be edited if it has not been applied to an invoice.
Deactivating Templates
To deactivate a template, click on the ellipsis next to the template name and select Deactivate to open the invoice template.
A pop-up will appear to confirm if you'd like to deactivate the template. Click Deactivate to proceed or Cancel to exit.
Reactivating Templates
To reactivate a deactivated template, click on the Show inactive templates toggle to expand the template list. Once here, click on the ellipsis next to the template name and select Reactivate.
The invoice template will immediately become reactivated and available for future use.
Template Customization Options
Many different aspects of an invoice template can be customized. A Template name will be required, and from there, you can control the appearance of how each section will appear within that specific template. A live preview of a sample invoice is shown as you customize each section, so you always know what to expect.
Use each of the toggles below to learn more about the information that can be customized in each section.
Customization
Customization
The following toggles and fields apply to the general template Customization:
Logo - should be a square shape with a minimum size of 500x500 px, in JPG or PNG format. Updating your logo in a template will update your logo anywhere it is used
Can drag & drop or manually upload by clicking Browse
Hovering over the uploaded logo will show the option to Replace the logo or delete ("X") the logo
Section header labels - control how each of the following Section headers appear
Fixed fee services
Hourly services
Consultants
Expenses
Additional items
Summary Options - choose to show a retainer summary and or an outstanding invoice summary
Retainer summary - a summary of any retainer amounts that have been collected and/or applied
Outstanding invoice summary - a summary of any outstanding invoices for the project that have not been fully paid prior to this invoice (including partially paid invoices)
Invoice footer - add a note to include at the bottom of any invoices that use the template
Fixed Fee Display
Fixed Fee Display
The following toggles and fields apply to the Fixed Fee Display:
Line items - display all Fixed Fee line items on the invoice, regardless of whether a total is due or not.
Columns - use the toggles to select which columns should be displayed. When enabled, the column names can be customized (max 25 character limit)
Budget
Previously billed ($)
Previously billed (%)
% Complete or Remaining ($)
Can choose between % Complete or Remaining ($)
Current due
Consultant Display
Consultant Display
The following toggles and fields apply to the Consultant Display:
Line items - display all Consultant line items on the invoice, regardless of whether a total is due or not.
Phase Consultants - select a display option for showing phase consultants on invoices.
Grouped in section for project consultants
Itemized by phase
Hidden in fixed phase fees
Columns - use the toggles to select which columns should be displayed. When enabled, the column names can be customized (max 25 character limit).
Budget
Also has an option to include the consultant markup in the budget total
Previously billed ($)
Previously billed (%)
% Complete or Remaining ($)
Can choose between % Complete or Remaining ($)
Markup
Current due
Hourly Services Display
Hourly Services Display
The following toggles and fields apply to the Hourly Services Display:
Columns - use the toggles to select which columns should be displayed. When enabled, the column names can be customized (max 25 character limit).
Previously billed ($)
Hours
Hourly rate
Current due
Expenses Display
Expenses Display
The following toggles and fields apply to the Expenses Display:
Columns - use the toggles to select which columns should be displayed. When enabled, the column names can be customized (max 25 character limit).
Note
Date
Phase
Marup
Current due
Time Log
Time Log
The following toggles and fields apply to the invoice's Time log:
Time log - enable to include the time log as an appendix in the invoice
Display options - select a display option for showing time log details
Show all time entry details
Summarize by role and activity
Time entries - select a display option for showing timesheet entries within the time log
Show all phases (hourly & fixed fee)
Show hourly phases only
After the invoice template is finished, click Save in the upper right corner to finalize the template and make it available for use in future invoices.
📚 Learn more about building an invoice in Monograph.
FAQs
Can I still adjust invoice settings per project?
Invoice design settings now come from the applied template. To make changes, update the template associated with the project (or create a new one).
To note: you cannot edit a template after it has been used in an invoice.
What if I want to change a template that’s already in use?
Templates in use are locked for editing. If an adjustment needs to be made, you can duplicate the template, make changes, and apply the new template to future invoices.
Do I need to use templates?
Yes. Templates are required for creating and opening invoices.
What cannot be customized?
Currently, the Invoice Layout feature focuses on layout and column control. Things like color, fonts, and line item reordering aren’t available at this time.
Is there a character limit for the Template name?
Yes, the template name can contain a maximum of 50 characters.
Is there a character limit for section/column display names?
Yes, the section/column display name can contain a maximum of 25 characters.
Does my firm have access to invoice templates?
Yes, all companies on a paid Track or Grow plan have access to invoice templates.