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Who uses this: Admins and Team Managers hold the Create & send Estimates/Invoices permission by default, and an Admin can enable it for a Service Agent. Availability: All regions.
Once you have built an estimate or invoice template, start every repeat job from it. Importing the template pulls its saved line items, quantities, prices, notes, files, and any attached contract into a new estimate or invoice, so no one on your team retypes the same document from scratch. You then change only the details this particular job needs. To build a template first, see Setting Up Estimate & Invoice Templates.

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Overview

Importing a template drops its saved details into a new estimate or invoice as a starting point. From there, you modify line items, change quantities and prices, and add customer-specific notes so the document matches the job in front of you. If you use QuickBooks, the QuickBooks Class saved on the template comes in with it. The steps below import an invoice template. The estimate template process is identical — start under the Estimates tab instead of Invoices.

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Video walkthrough

This video covers building an estimate or invoice template and importing it into a new document.

Watch the estimate & invoice templates walkthrough

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Before you begin

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Import a template into a new estimate or invoice

  1. Go to Invoices in the left-side menu.
  2. Select Create Invoice. The Invoices list with the Create Invoice button highlighted
  3. Before you enter any details, select Import Template.
  4. Select the template you want to use. The Create a new invoice screen with Import Template selected and the Basic Toilet Replacement template listed in the picker
  5. Confirm every detail you saved on the template auto-populated — the line items and their groupings, quantities, prices, tags, custom fields, notes, files, any attached contract, and the QuickBooks Class.
  6. Adjust the line items, quantities, and prices for this job.
  7. Add any notes specific to this customer.
  8. Select Save.
If the template has its Update Template via Item Repository toggle turned on, its line items stay updated with changes made in your Item List/Repository, so a price or SKU change there carries into the new document. See Setting Up Estimate & Invoice Templates for how that toggle and its company-wide defaults work. You are set when a repeat job opens with its line items, prices, and notes already in place, and the only things you change are the details specific to that customer.

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FAQs

Does the QuickBooks Class come in with the template? Yes. If you saved a QuickBooks Class on the template, that class auto-populates on every estimate or invoice you build from the template, alongside the line items, notes, files, and contract. Can I import a template into an estimate as well as an invoice? Yes. The process is identical for both — start under the Estimates tab instead of Invoices and follow the same steps. Does changing an imported estimate or invoice change the template? No. Changes you make after importing apply to that one estimate or invoice. To change what the template itself saves, edit the template — see Setting Up Estimate & Invoice Templates.