> For the complete documentation index, see [llms.txt](https://docs.kick.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.kick.co/accountants/bookkeeping-workflows/invoicing/invoice-templates.md).

# Invoice templates

Create templates with saved details, items, design, and email to create future invoices in seconds.

### Where to find templates

Go to Invoicing and open the [Templates](https://use.kick.co/invoicing/templates) tab.

### Create a template

Click **Create template** in the top right and choose one of:

* **New**. Start from a blank template.
* **From invoice**. Pick an existing Kick invoice, and Kick fills in the template from it. You can edit all fields before you save.

You can also save a template while you're creating an invoice. Open the menu on the arrow next to Review & send email, or next to Send in the email step, and click **Save as template**.

#### Template name

Enter a name at the top of the drawer. Choose a name that's easy to find later, for example by customer or service ("Acme monthly retainer").

{% hint style="info" %}
An entity can't have two active templates with the same name.
{% endhint %}

#### What's the same as an invoice

The template drawer works like the invoice drawer, with a live preview on the right. These sections work the same way:

* **Details**. From, To, payment terms, and payment account.
* **Items**. Line items, class, income account, receivables account, and tax, discount, and deposit.
* **Notes**. Memo and payment instructions.
* **Design**. Logo, colors, font, format, footer, and pagination.
* **Settings**. Which fields appear on the PDF, their labels, and whether tax, discount, and deposit are calculated per line item.

→ [Create a Kick invoice](/accountants/bookkeeping-workflows/invoicing/create-a-kick-invoice.md)

#### What's different on a template

A template doesn't include anything that's specific to a single invoice:

* **Invoice date**. Set when you create the invoice.
* **Due date**. Calculated from the template's payment terms when you create the invoice.
* **Invoice number**. Assigned from the entity's numbering when you create the invoice.
* **PO number**. Entered on each invoice.

#### Email

Open Email to set up the message sent with each invoice:

* Reply to, To, CC, and BCC
* Subject and Body
* Attach PDF

Subject and Body can include variables.

### Email variables

Variables are placeholders in the email subject and body. Each one fills in with the real value when you create an invoice from the template. 

| Variable       | Fills in with                                   |
| -------------- | ----------------------------------------------- |
| Entity name    | The sending entity's name                       |
| Invoice number | The number assigned when the invoice is created |
| Invoice date   | The invoice date.                               |
| Due date       | The invoice due date.                           |

To insert a variable:

1. Click in the Subject or Body where you want it.
2. Click + on the right of the field, or type #.
3. Select the variable. It appears as a chip in the text.

To remove a variable, click the x on its chip.

New templates start with a default subject and body that already use variables. For example, the subject is "{Entity name} Invoice {Invoice number}", which becomes "Acme Invoice ACM-0001" on the invoice.

### Save the template

Click Create template. To start an invoice from it right away, open the menu on the arrow and click Create template and apply.

After you save, a confirmation appears with a Create invoice button.

### Use a template on an invoice

There are three ways to start an invoice from a template:

* On the Templates tab, hover over a template and click Create invoice.
* Click Create invoice on the confirmation that appears after you create a template.
* While creating an invoice, select the template in the Template dropdown at the top of the drawer. The dropdown lists active templates for every entity. Click Manage templates at the bottom of the list to go to the Templates tab.

The template fills in the invoice, and you add the invoice date, PO number, and anything else that's different this time. You can change anything the template filled in.

{% hint style="info" %}
If you've already changed the invoice, Kick asks you to confirm before the template replaces your changes. 
{% endhint %}

### The Templates tab

The table shows these columns:

* Name
* Customer
* Entity
* Total
* Created on and Created by
* Updated on and Updated by
* Archived on and Archived by

Use column settings to show, hide, or reorder columns. You can sort by the Created on, Updated on, and Archived on dates.

To narrow the list:

* Search by template name.
* Filter by entity, customer, or who created the template.
* Switch between Active, All, and Archived templates.

### Edit, duplicate, archive, or delete a template

Click a template to edit it, or open the three dots on its row.

* **Edit**. Change the template and click Save template. Changes apply only to invoices you create afterward. Invoices already created from the template don't change. 
* **Duplicate**. Opens a new template filled in from this one, named "Copy of" plus the original name.
* **Archive**. Hides the template from the Template dropdown on new invoices. Switch the filter to Archived to find it, and click Unarchive to restore it.
* **Delete**. Permanently removes the template. This is available only if the template has never been used to create an invoice.

To archive or unarchive several templates at once, select them with the checkboxes and open the bulk actions.

{% hint style="info" %}
You can't delete a template that has been used to create an invoice. Archive it instead.
{% endhint %}

### Related articles

* [Create a Kick invoice](/accountants/bookkeeping-workflows/invoicing/create-a-kick-invoice.md)
* [Items](/accountants/bookkeeping-workflows/invoicing/items.md)
* [Invoicing](/accountants/bookkeeping-workflows/invoicing.md)
* [Set up payments](/accountants/bookkeeping-workflows/invoicing/set-up-payments.md)


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