Customise columns

Rename, reorder, add or remove columns in your invoice file, and change the date format and file limits.

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What it is#

The five layouts suit most businesses. If your accounting software, or the person who does your books, wants the file a little different, you can change the columns yourself. Your changes are saved as a custom layout based on the one you chose.

Which visits are included, the invoice numbers and grouping, prices, VAT and totals never change with the layout. Only the shape of the file does.

When to use it#

Use it when an upload fails because a column is named differently, when you want an extra column such as the team member's first name, or when you want a different date format.

How to do it#

  1. Press Exports on the dashboard.
  2. Under Export settings, press Customise columns.
  3. Under Rows, choose One row per visit, or One row per invoice (totals, with the visits on a second sheet).
  4. Choose the Date format.
  5. Set Maximum invoices per file and Maximum rows per file if your software has a limit. Leave them blank for no limit.
  6. Under Columns, for each column: tick it to include it, type a new heading if you want, and choose what it contains. Drag a column to reorder it, or use the arrows. Press Remove to take it out.
  7. To add one, use Add a column and press Add. Choose A fixed value to put the same words in every row.
  8. Press Save columns.

What your customer sees#

Nothing. The columns are for your accounting software only.

What happens next#

The Export settings line now reads "Custom (based on" your chosen layout. Every download from now on uses your columns. Invoices already downloaded are served exactly as they were first made.

To go back, open Customise columns again and press the reset button, which names your layout. The page confirms the columns are reset.

Good to know#

  • The columns you can choose include the customer's billing name, their Accounting reference, the invoice reference, the team member's first name and the unit price without VAT.
  • If you are not registered for VAT, some accounting software wants the VAT columns left out. Untick them here.
  • Check the first upload after any change.
  • Nothing here differs between automatic mode and self mode.

Not what you needed? Contact us and say what you were trying to do.