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lg:max-w-160"><div class="flex flex-wrap items-baseline pb-4 text-base"><a href="/en/" class="pr-2 text-body-primary-color no-underline hover:text-body-secondary-color">All Collections</a><div class="pr-2" aria-hidden="true"><svg width="6" height="10" viewBox="0 0 6 10" class="block h-2 w-2 fill-body-secondary-color rtl:rotate-180" xmlns="http://www.w3.org/2000/svg"><path fill-rule="evenodd" clip-rule="evenodd" d="M0.648862 0.898862C0.316916 1.23081 0.316916 1.769 0.648862 2.10094L3.54782 4.9999L0.648862 7.89886C0.316916 8.23081 0.316917 8.769 0.648862 9.10094C0.980808 9.43289 1.519 9.43289 1.85094 9.10094L5.35094 5.60094C5.68289 5.269 5.68289 4.73081 5.35094 4.39886L1.85094 0.898862C1.519 0.566916 0.980807 0.566916 0.648862 0.898862Z"></path></svg></div><a href="https://help.productive.io/en/collections/38828-invoicing" class="pr-2 text-body-primary-color no-underline hover:text-body-secondary-color" data-testid="breadcrumb-0">Invoicing</a><div class="pr-2" aria-hidden="true"><svg width="6" height="10" viewBox="0 0 6 10" class="block h-2 w-2 fill-body-secondary-color rtl:rotate-180" xmlns="http://www.w3.org/2000/svg"><path fill-rule="evenodd" clip-rule="evenodd" d="M0.648862 0.898862C0.316916 1.23081 0.316916 1.769 0.648862 2.10094L3.54782 4.9999L0.648862 7.89886C0.316916 8.23081 0.316917 8.769 0.648862 9.10094C0.980808 9.43289 1.519 9.43289 1.85094 9.10094L5.35094 5.60094C5.68289 5.269 5.68289 4.73081 5.35094 4.39886L1.85094 0.898862C1.519 0.566916 0.980807 0.566916 0.648862 0.898862Z"></path></svg></div><a href="https://help.productive.io/en/collections/9447151-invoicing-options" class="pr-2 text-body-primary-color no-underline hover:text-body-secondary-color" data-testid="breadcrumb-1">Invoicing Options</a><div class="pr-2" aria-hidden="true"><svg width="6" height="10" viewBox="0 0 6 10" class="block h-2 w-2 fill-body-secondary-color rtl:rotate-180" xmlns="http://www.w3.org/2000/svg"><path fill-rule="evenodd" clip-rule="evenodd" d="M0.648862 0.898862C0.316916 1.23081 0.316916 1.769 0.648862 2.10094L3.54782 4.9999L0.648862 7.89886C0.316916 8.23081 0.316917 8.769 0.648862 9.10094C0.980808 9.43289 1.519 9.43289 1.85094 9.10094L5.35094 5.60094C5.68289 5.269 5.68289 4.73081 5.35094 4.39886L1.85094 0.898862C1.519 0.566916 0.980807 0.566916 0.648862 0.898862Z"></path></svg></div><div class="text-body-secondary-color">Optimizing Invoices: Dynamic Fields, Timesheets, and Email Personalization</div></div></div><div class=""><div class="article intercom-force-break"><div class="mb-10 max-lg:mb-6"><div class="flex flex-col gap-4"><div class="flex flex-col"><header class="mb-1 font-primary text-2xl font-bold leading-10 text-body-primary-color">Optimizing Invoices: Dynamic Fields, Timesheets, and Email Personalization</header></div><div class="avatar"><div class="avatar__info -mt-0.5 text-base"><span class="text-body-secondary-color"> Updated over a month ago</span></div></div></div></div><div class="jsx-ef86202475c6562f flex-col"><div class="jsx-ef86202475c6562f mb-7 ml-0 text-md max-messenger:mb-6 lg:hidden"><div class="jsx-27f84a20f81f6ce9 table-of-contents max-h-[calc(100vh-96px)] overflow-y-auto rounded-2xl text-body-primary-color hover:text-primary max-lg:border max-lg:border-solid max-lg:border-body-border max-lg:shadow-solid-1"><div data-testid="toc-dropdown" class="jsx-27f84a20f81f6ce9 hidden cursor-pointer justify-between border-b max-lg:flex max-lg:flex-row max-lg:border-x-0 max-lg:border-t-0 max-lg:border-solid max-lg:border-b-body-border border-b-0"><div class="jsx-27f84a20f81f6ce9 my-2 max-lg:pl-4">Table of contents</div><div class="jsx-27f84a20f81f6ce9 "><svg class="ml-2 mr-4 mt-3 transition-transform" transform="" width="16" height="16" fill="none" xmlns="http://www.w3.org/2000/svg"><path fill-rule="evenodd" clip-rule="evenodd" d="M3.93353 5.93451C4.24595 5.62209 4.75248 5.62209 5.0649 5.93451L7.99922 8.86882L10.9335 5.93451C11.246 5.62209 11.7525 5.62209 12.0649 5.93451C12.3773 6.24693 12.3773 6.75346 12.0649 7.06588L8.5649 10.5659C8.25249 10.8783 7.74595 10.8783 7.43353 10.5659L3.93353 7.06588C3.62111 6.75346 3.62111 6.24693 3.93353 5.93451Z" fill="currentColor"></path></svg></div></div><div data-testid="toc-body" class="jsx-27f84a20f81f6ce9 hidden my-2"><section data-testid="toc-section-0" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none border-body-toc-active-border px-4"><a id="#h_b56917f6b7" href="#h_b56917f6b7" data-testid="toc-link-0" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base font-toc-active text-body-primary-color"></a></section><section data-testid="toc-section-1" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none px-7"><a id="#h_d9ca0f2f08" href="#h_d9ca0f2f08" data-testid="toc-link-1" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base text-body-toc-inactive-color"></a></section><section data-testid="toc-section-2" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none px-7"><a id="#h_af80c138ca" href="#h_af80c138ca" data-testid="toc-link-2" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base text-body-toc-inactive-color"></a></section><section data-testid="toc-section-3" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none px-7"><a id="#h_e0cb3a539a" href="#h_e0cb3a539a" data-testid="toc-link-3" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base text-body-toc-inactive-color"></a></section><section data-testid="toc-section-4" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none px-7"><a id="#h_e0749b59a0" href="#h_e0749b59a0" data-testid="toc-link-4" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base text-body-toc-inactive-color"></a></section><section data-testid="toc-section-5" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none px-4"><a id="#h_18369743f3" href="#h_18369743f3" data-testid="toc-link-5" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base text-body-toc-inactive-color"></a></section><section data-testid="toc-section-6" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none px-4"><a id="#h_f906876e4a" href="#h_f906876e4a" data-testid="toc-link-6" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base text-body-toc-inactive-color"></a></section><section data-testid="toc-section-7" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none px-4"><a id="#h_91ad79c424" href="#h_91ad79c424" data-testid="toc-link-7" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base text-body-toc-inactive-color"></a></section><section data-testid="toc-section-8" class="jsx-27f84a20f81f6ce9 flex border-y-0 border-e-0 border-s-2 border-solid py-1.5 max-lg:border-none px-4"><a id="#h_6948ecb689" href="#h_6948ecb689" data-testid="toc-link-8" class="jsx-27f84a20f81f6ce9 w-full no-underline hover:text-body-primary-color max-lg:inline-block max-lg:text-body-primary-color max-lg:hover:text-primary lg:text-base text-body-toc-inactive-color"></a></section></div></div></div><div class="jsx-ef86202475c6562f article_body"><article class="jsx-ef86202475c6562f "><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>To make things easier for you and your clients, Productive allows you to automate the naming of line items and customize how billable time will be displayed on invoices by adding <b>dynamic fields</b> to the mix.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Dynamic fields are placeholders that <b>automatically populate with relevant information</b>, such as project names, service descriptions, or time entry details.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Any fields and information you input will be visible in the <b>Description section</b> of the invoice.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_b56917f6b7">Adding Fields</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>To add a dynamic field to your line item description, click on the <b>plus sign</b> in the "Display time as" or "Display expense as" field and a list of options will appear. </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Note that you need to have expenses logged on a budget to be able to customize the <b>Expense</b> input.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1055972412/b6830aae88af77b5a766c280/Screenshot+2024-05-20+at+09_30_00.png?expires=1732718700&signature=f851b128d24be32f954b120797485d5196ad156be15103974d711ffd606bd348&req=dSAiE8B5n4VeW%2FMW1HO4zXV8ctZyYr9mvWh6XqU3pikCGN63FxrCl5XRsX98%0ArnnfN%2F4a7xASOpX%2B1a0%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1055972412/b6830aae88af77b5a766c280/Screenshot+2024-05-20+at+09_30_00.png?expires=1732718700&signature=f851b128d24be32f954b120797485d5196ad156be15103974d711ffd606bd348&req=dSAiE8B5n4VeW%2FMW1HO4zXV8ctZyYr9mvWh6XqU3pikCGN63FxrCl5XRsX98%0ArnnfN%2F4a7xASOpX%2B1a0%3D%0A" width="2832" height="1220"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2 id="h_d9ca0f2f08">Useful Tips for Adding Fields</h2></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>You can start adding fields to the description line by typing the "@" sign and then proceeding to write "person" or "project" or any of the fields you'd like to add.</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>The maximum number of fields you can add is 5.</p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2 id="h_af80c138ca">Using the Uninvoiced Time and Expenses Method</h2></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>If you are invoicing using the first <a href="https://help.productive.io/en/articles/4656350-understanding-invoicing-methods">method</a> (Uninvoiced Time and Expenses), you can use and combine the following information for the "<b>Display time as</b>" (service description) section:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Project name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Budget name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service description</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Section name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service type</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Task title</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Task number</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Person (responsible for the time entry)</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Time entry (note added while logging time)</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Period (day, week, month, quarter, year)</p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>For incorporating <b>expenses</b>, you can choose to add:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Expense (description)</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Project name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Budget name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service type</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service description</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Section name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Person (logging the expense)</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Period (day, week, month, quarter, year)</p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>You can also enter any <b>freehand text </b>to further personalize the description.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1055971311/a4bae109f67e76ca4f035a04/Screenshot+2024-05-20+at+09_27_04.png?expires=1732718700&signature=b95420ec50099edbe835bb733294c25226efc4025a56669815fa5cd227a9be4c&req=dSAiE8B5nIJeWPMW1HO4zbH0rPUn4Yj5jV7RC2W6XQWW0dwUAaBNQDAYtpmL%0ATf95odZ3lZkxf0THPaM%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1055971311/a4bae109f67e76ca4f035a04/Screenshot+2024-05-20+at+09_27_04.png?expires=1732718700&signature=b95420ec50099edbe835bb733294c25226efc4025a56669815fa5cd227a9be4c&req=dSAiE8B5nIJeWPMW1HO4zbH0rPUn4Yj5jV7RC2W6XQWW0dwUAaBNQDAYtpmL%0ATf95odZ3lZkxf0THPaM%3D%0A" width="2782" height="1384"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2 id="h_e0cb3a539a">Using the Total or Remaining Budget Amount Method</h2></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>If you use the second invoicing <a href="https://help.productive.io/en/articles/4656350-understanding-invoicing-methods">method</a> (Total or Remaining budget amount), you can automate the naming of the line items using the following options (and as before, you can add <b>your text </b>as well):</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service description</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Section name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Budget name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Project name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service type</p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>For <b>expenses</b>, you can add:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Expense (description)</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Budget name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Project name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service type</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service description</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Section name</p></div></li></ul></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1055949953/a7ce1c3a557ffef7e9ae0ab9/Screenshot+2024-05-20+at+08_53_39.png?expires=1732718700&signature=67fea655f102cc2f308cf6db461b7c84736199660ed623ff043cca3a9cd86428&req=dSAiE8B6lIhaWvMW1HO4zTlCspAz%2B2xWBR510NadolL%2B%2BlrlLJcth%2BNrwpFl%0AFDz1R%2BqK5v7vDdKXuXc%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1055949953/a7ce1c3a557ffef7e9ae0ab9/Screenshot+2024-05-20+at+08_53_39.png?expires=1732718700&signature=67fea655f102cc2f308cf6db461b7c84736199660ed623ff043cca3a9cd86428&req=dSAiE8B6lIhaWvMW1HO4zTlCspAz%2B2xWBR510NadolL%2B%2BlrlLJcth%2BNrwpFl%0AFDz1R%2BqK5v7vDdKXuXc%3D%0A" width="2928" height="1468"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2 id="h_e0749b59a0">Using the Percentage of the Total Budget Method</h2></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>When choosing the third invoicing <a href="https://help.productive.io/en/articles/4656350-understanding-invoicing-methods">method</a> (a percentage of the total budget), alongside <b>your input</b>, you can incorporate:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service description</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Section name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Budget name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Project name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service type</p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>For invoicing a portion of the <b>expenses</b>, you can add:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Expense (description)</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Budget name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Project name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service type</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service name</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Service description</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Section name </p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1056136317/8283ae548be8fe1d89b06936/Screenshot+2024-05-20+at+09_00_53.png?expires=1732718700&signature=1a143f936dbafb660d392b29d2f826df222ed0f86603b00fa58f5822643b0eaf&req=dSAiEMh9m4JeXvMW1HO4zc9OdoJSvgHfUfs%2FBI2I3I61lXAlJp%2Fqjh30f0IQ%0AOFlae74QF0MWACWIhTs%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1056136317/8283ae548be8fe1d89b06936/Screenshot+2024-05-20+at+09_00_53.png?expires=1732718700&signature=1a143f936dbafb660d392b29d2f826df222ed0f86603b00fa58f5822643b0eaf&req=dSAiEMh9m4JeXvMW1HO4zc9OdoJSvgHfUfs%2FBI2I3I61lXAlJp%2Fqjh30f0IQ%0AOFlae74QF0MWACWIhTs%3D%0A" width="2924" height="1358"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_18369743f3">Automatic Invoice Settings</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Productive can save you time by automatically <b>preselecting invoice settings</b> based on the <b>previous invoice</b> drafted or sent to the <b>same client</b>. </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>This feature helps you avoid manually selecting the same settings again, making your invoicing process smoother and more efficient!<br/></p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>What's Copied?</b></p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Preselected settings from the previous invoice for the same client: invoicing method, subsidiary, document template, tax rates, and "Display line items as" information.</p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>What Will You See?</b></p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>A banner saying "Invoice settings applied from the previous invoice sent to X" ("X" refers to the client company name).</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Clicking on the <b>previous invoice</b> hyperlink from the banner opens up a new tab in your browser, showing you the previous invoice in question without losing any work on the invoice you are drafting.<br/></p></div></li></ul></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1166787399/56df4e0d1badcfe2deb5af98/Screenshot+2024-09-03+at+08_37_17.png?expires=1732718700&signature=2faf812ef128ff1aa7075e7be023c948d512a096430290084f8ff18b7da15dae&req=dSEhEM52moJWUPMW1HO4zQU0K84wwEjC%2B47Bk24aOuicxEtV8pu%2FsJYRsy6t%0ANLsO1IUY%2BxE3JHEZ1cI%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1166787399/56df4e0d1badcfe2deb5af98/Screenshot+2024-09-03+at+08_37_17.png?expires=1732718700&signature=2faf812ef128ff1aa7075e7be023c948d512a096430290084f8ff18b7da15dae&req=dSEhEM52moJWUPMW1HO4zQU0K84wwEjC%2B47Bk24aOuicxEtV8pu%2FsJYRsy6t%0ANLsO1IUY%2BxE3JHEZ1cI%3D%0A" width="2720" height="1078"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_f906876e4a">Attaching a Timesheet Report to the Invoice</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>After saving your draft and finalizing the invoice, if you want to send your client a timesheet report for the invoiced time entries, select "<b>Send to client</b>" and choose the "<b>Attach related time entries .pdf file</b>" option while in the email editor.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Note:</b> Attaching related time entries will only be available when the <b>Uninvoiced Time and Expenses</b> invoicing method has been selected for the invoice.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1225940403/7ea432429ea7d66934eb18c0a741/Screenshot+2024-10-23+at+12_36_12.png?expires=1732718700&signature=4c93582a6d95d7c5d375ea2134e4cbfdf7f7eb32dfe3ef262c876b46571483d3&req=dSIlE8B6nYVfWvMW1HO4zV8gtYG6tSL6D63Ud1Mtmb5DqqBb9V8qarru0yNL%0AYixPj3SR8rZaHzMUxlE%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1225940403/7ea432429ea7d66934eb18c0a741/Screenshot+2024-10-23+at+12_36_12.png?expires=1732718700&signature=4c93582a6d95d7c5d375ea2134e4cbfdf7f7eb32dfe3ef262c876b46571483d3&req=dSIlE8B6nYVfWvMW1HO4zV8gtYG6tSL6D63Ud1Mtmb5DqqBb9V8qarru0yNL%0AYixPj3SR8rZaHzMUxlE%3D%0A" width="2634" height="1466"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1055987693/74efad2205c6b4a916673385/Screenshot+2024-05-20+at+09_51_47.png?expires=1732718700&signature=845dfe674e6d3bf7f388ce36d94176fdda051ae2b469111db946322076128cf4&req=dSAiE8B2modWWvMW1HO4zfTJJ%2FbjZ9%2BsIV4Dx06FKm57IWwR%2FgLYxX9c%2FKLR%0A5ZLNeHJh9ir7dS4hbOQ%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1055987693/74efad2205c6b4a916673385/Screenshot+2024-05-20+at+09_51_47.png?expires=1732718700&signature=845dfe674e6d3bf7f388ce36d94176fdda051ae2b469111db946322076128cf4&req=dSAiE8B2modWWvMW1HO4zfTJJ%2FbjZ9%2BsIV4Dx06FKm57IWwR%2FgLYxX9c%2FKLR%0A5ZLNeHJh9ir7dS4hbOQ%3D%0A" width="1778" height="1590"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-callout" style="background-color:#e3e7fa80;border-color:#334bfa33"><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Tip</b>: Even <b>before finalizing and sending the invoice,</b> you can download the <b>timesheet report</b> while creating your draft by navigating to the three-dot menu in the upper right and selecting the "<b>Timesheet PDF</b>" option.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1225937671/48882d819d1f84d739d10137ce2e/Screenshot+2024-10-23+at+12_33_30.png?expires=1732718700&signature=c49621271d1562db056072427bc845608084533ca8d9c8f5d11c0c875b111b33&req=dSIlE8B9modYWPMW1HO4zSHqB4k7brvVGQJ2O%2FrWQ7CZ5y5a%2BJUM4y8%2Bfas4%0Affu424erkJdq03v6eqc%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1225937671/48882d819d1f84d739d10137ce2e/Screenshot+2024-10-23+at+12_33_30.png?expires=1732718700&signature=c49621271d1562db056072427bc845608084533ca8d9c8f5d11c0c875b111b33&req=dSIlE8B9modYWPMW1HO4zSHqB4k7brvVGQJ2O%2FrWQ7CZ5y5a%2BJUM4y8%2Bfas4%0Affu424erkJdq03v6eqc%3D%0A" width="2638" height="1450"/></a></div></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_91ad79c424">Using Dynamic Fields in the Email Editor</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Dynamic fields</b> can be used to personalize your invoice email <a href="https://help.productive.io/en/articles/3154390-document-templates">templates</a> and can be utilized when <b>sending invoices via email directly from </b>the Invoice module (by selecting the "Send to client" option within the invoice, you'll access the email editor). </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>To see which fields are supported, first click on "<b>Edit</b>" to bring up the text editor.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1056203288/f333c6d293b3d4ee7c9359f3/Screenshot+2024-05-20+at+14_08_55.png?expires=1732718700&signature=fbb41919e8aab27cbd83647089e3ea2909cfe324d66a1256362b41b7eac8355e&req=dSAiEMt%2BnoNXUfMW1HO4zcCbW41Hikvmy6yZebYjkwXwbw7UPrhJDmn7rbqQ%0AzNDHNSvIfPshqpgNOUQ%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1056203288/f333c6d293b3d4ee7c9359f3/Screenshot+2024-05-20+at+14_08_55.png?expires=1732718700&signature=fbb41919e8aab27cbd83647089e3ea2909cfe324d66a1256362b41b7eac8355e&req=dSAiEMt%2BnoNXUfMW1HO4zcCbW41Hikvmy6yZebYjkwXwbw7UPrhJDmn7rbqQ%0AzNDHNSvIfPshqpgNOUQ%3D%0A" width="2236" height="1568"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>You will then notice that certain <b>parts of the email</b> have changed in appearance. </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Instead of plain text, they are now shown in <b>blocks</b>. </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>By clicking on the Information icon (ℹ️) in the bottom right, a list of currently supported fields in Productive will be displayed, and by selecting the "+" sign, you can quickly add the desired field to your email.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1217834398/04c3aa53bf1406b2bbb01982e88f/Screenshot+2024-10-16+at+12_41_56.png?expires=1732718700&signature=f3f82584a585708882ef5fd2e5d45e6b196ab29bd5268e0476406f70041b25a8&req=dSImEcF9mYJWUfMW1HO4zVUDqpVjL7y8tSObf4rTNoAVzGsT%2BhUh4a1p%2BDAa%0A0VIhEv7UoRlxXMf4DqY%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1217834398/04c3aa53bf1406b2bbb01982e88f/Screenshot+2024-10-16+at+12_41_56.png?expires=1732718700&signature=f3f82584a585708882ef5fd2e5d45e6b196ab29bd5268e0476406f70041b25a8&req=dSImEcF9mYJWUfMW1HO4zVUDqpVjL7y8tSObf4rTNoAVzGsT%2BhUh4a1p%2BDAa%0A0VIhEv7UoRlxXMf4DqY%3D%0A" width="1834" height="1564"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_6948ecb689">Incorporating Dynamic Fields into Your Invoice Notes</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>To enhance your<b> invoice notes with dynamic fields</b>, simply <b>click the plus </b>sign located in the upper-right corner of the note input box.</p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1166771523/94bc157b2ea8b4f0febc9843/Screenshot+2024-09-03+at+08_13_38.png?expires=1732718700&signature=e14372d18d558f564ff49e286ce31ea03ea58dff52507360ac0466caa6c46a1d&req=dSEhEM55nIRdWvMW1HO4zVYzY07VOMZpk%2FHceSs9r%2ByKUlkLyfrSVg7M071T%0AnXF0lpOiuuCTggnjcoA%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1166771523/94bc157b2ea8b4f0febc9843/Screenshot+2024-09-03+at+08_13_38.png?expires=1732718700&signature=e14372d18d558f564ff49e286ce31ea03ea58dff52507360ac0466caa6c46a1d&req=dSEhEM55nIRdWvMW1HO4zVYzY07VOMZpk%2FHceSs9r%2ByKUlkLyfrSVg7M071T%0AnXF0lpOiuuCTggnjcoA%3D%0A" width="2628" height="1332"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>This feature allows you to<b> insert any custom field information</b> you've created and attached to your invoice, as well as any freehand text you wish to include.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1166773449/27b3234929307eedfd65141b/Screenshot+2024-09-03+at+08_17_52.png?expires=1732718700&signature=5f6cf1fe9df935ad63271c1bbb020d56ca9409b928b1498f46ae928a342f3334&req=dSEhEM55noVbUPMW1HO4zQo59Rsp%2Fhhh%2F%2BtfOM9McV%2FElzBaiQKIETSGTPVd%0Ai38I4SnbHPhYD0eF860%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1166773449/27b3234929307eedfd65141b/Screenshot+2024-09-03+at+08_17_52.png?expires=1732718700&signature=5f6cf1fe9df935ad63271c1bbb020d56ca9409b928b1498f46ae928a342f3334&req=dSEhEM55noVbUPMW1HO4zQo59Rsp%2Fhhh%2F%2BtfOM9McV%2FElzBaiQKIETSGTPVd%0Ai38I4SnbHPhYD0eF860%3D%0A" width="2438" height="734"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>When the invoice is generated as a PDF, <b>these dynamic fields will automatically populate with the relevant information</b>, eliminating the need for manual data entry.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/1166774238/366001bd314b5ec246292785/Screenshot+2024-09-03+at+08_19_30.png?expires=1732718700&signature=df18d5bc4c8370393b0cb5ee8800b5fe867867c151f4e4c44f88808392812a64&req=dSEhEM55mYNcUfMW1HO4zdJ%2BTL24LWXVJEWbWsH7joWNOE16AIsRvuYDxJ%2Fz%0Ad8XFLdpInqD5itEmkdE%3D%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/1166774238/366001bd314b5ec246292785/Screenshot+2024-09-03+at+08_19_30.png?expires=1732718700&signature=df18d5bc4c8370393b0cb5ee8800b5fe867867c151f4e4c44f88808392812a64&req=dSEhEM55mYNcUfMW1HO4zdJ%2BTL24LWXVJEWbWsH7joWNOE16AIsRvuYDxJ%2Fz%0Ad8XFLdpInqD5itEmkdE%3D%0A" width="1484" height="448"/></a></div><section class="jsx-62724fba150252e0 related_articles my-6"><hr class="jsx-62724fba150252e0 my-6 sm:my-8"/><div class="jsx-62724fba150252e0 mb-3 text-xl font-bold">Related Articles</div><section class="flex flex-col rounded-card border border-solid border-card-border bg-card-bg p-2 sm:p-3"><a class="duration-250 group/article flex flex-row justify-between gap-2 py-2 no-underline transition ease-linear hover:bg-primary-alpha-10 hover:text-primary sm:rounded-card-inner sm:py-3 rounded-card-inner px-3" href="https://help.productive.io/en/articles/2179590-delivering-a-budget" data-testid="article-link"><div class="flex flex-col p-0"><span class="m-0 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Help Center","footerLogo":"https://downloads.intercomcdn.com/i/o/295088/7d1e9e7d334295930dd163a3/801f1c6d85d7662e8810fa8dcc02754d.png","footerLogoHeight":"110","localisedInformation":{"contentBlock":{"locale":"en","title":"Content section title","withButton":false,"description":"","buttonTitle":"Button title","buttonUrl":""}}},"user":{"userId":"ab9d43a8-a5e4-41dc-96fe-0f0f751dd724","role":"visitor_role"},"articleContent":{"articleId":"9345636","author":null,"blocks":[{"type":"paragraph","text":"To make things easier for you and your clients, Productive allows you to automate the naming of line items and customize how billable time will be displayed on invoices by adding \u003cb\u003edynamic fields\u003c/b\u003e to the mix.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"Dynamic fields are placeholders that \u003cb\u003eautomatically populate with relevant information\u003c/b\u003e, such as project names, service descriptions, or time entry details.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"Any fields and information you input will be visible in the \u003cb\u003eDescription section\u003c/b\u003e of the invoice.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"heading","text":"Adding Fields","idAttribute":"h_b56917f6b7"},{"type":"paragraph","text":"To add a dynamic field to your line item description, click on the \u003cb\u003eplus sign\u003c/b\u003e in the \"Display time as\" or \"Display expense as\" field and a list of options will appear. ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"Note that you need to have expenses logged on a budget to be able to customize the \u003cb\u003eExpense\u003c/b\u003e input.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1055972412/b6830aae88af77b5a766c280/Screenshot+2024-05-20+at+09_30_00.png?expires=1732718700\u0026signature=f851b128d24be32f954b120797485d5196ad156be15103974d711ffd606bd348\u0026req=dSAiE8B5n4VeW%2FMW1HO4zXV8ctZyYr9mvWh6XqU3pikCGN63FxrCl5XRsX98%0ArnnfN%2F4a7xASOpX%2B1a0%3D%0A","width":2832,"height":1220},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"subheading","text":"Useful Tips for Adding Fields","idAttribute":"h_d9ca0f2f08"},{"type":"unorderedNestedList","text":"- You can start adding fields to the description line by typing the \"@\" sign and then proceeding to write \"person\" or \"project\" or any of the fields you'd like to add.\n- The maximum number of fields you can add is 5.","items":[{"content":[{"type":"paragraph","text":"You can start adding fields to the description line by typing the \"@\" sign and then proceeding to write \"person\" or \"project\" or any of the fields you'd like to add.","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"The maximum number of fields you can add is 5.","class":"no-margin"}]}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"subheading","text":"Using the Uninvoiced Time and Expenses Method","idAttribute":"h_af80c138ca"},{"type":"paragraph","text":"If you are invoicing using the first \u003ca href=\"https://help.productive.io/en/articles/4656350-understanding-invoicing-methods\"\u003emethod\u003c/a\u003e (Uninvoiced Time and Expenses), you can use and combine the following information for the \"\u003cb\u003eDisplay time as\u003c/b\u003e\" (service description) section:","class":"no-margin"},{"type":"unorderedNestedList","text":"- Project name\n- Budget name\n- Service name\n- Service description\n- Section name\n- Service type\n- Task title\n- Task number\n- Person (responsible for the time entry)\n- Time entry (note added while logging time)\n- Period (day, week, month, quarter, year)","items":[{"content":[{"type":"paragraph","text":"Project name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Budget name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service description","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Section name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service type","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Task title","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Task number","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Person (responsible for the time entry)","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Time entry (note added while logging time)","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Period (day, week, month, quarter, year)","class":"no-margin"}]}]},{"type":"paragraph","text":"For incorporating \u003cb\u003eexpenses\u003c/b\u003e, you can choose to add:","class":"no-margin"},{"type":"unorderedNestedList","text":"- Expense (description)\n- Project name\n- Budget name\n- Service type\n- Service\n- Service description\n- Section name\n- Person (logging the expense)\n- Period (day, week, month, quarter, year)","items":[{"content":[{"type":"paragraph","text":"Expense (description)","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Project name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Budget name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service type","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service description","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Section name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Person (logging the expense)","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Period (day, week, month, quarter, year)","class":"no-margin"}]}]},{"type":"paragraph","text":"You can also enter any \u003cb\u003efreehand text \u003c/b\u003eto further personalize the description.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1055971311/a4bae109f67e76ca4f035a04/Screenshot+2024-05-20+at+09_27_04.png?expires=1732718700\u0026signature=b95420ec50099edbe835bb733294c25226efc4025a56669815fa5cd227a9be4c\u0026req=dSAiE8B5nIJeWPMW1HO4zbH0rPUn4Yj5jV7RC2W6XQWW0dwUAaBNQDAYtpmL%0ATf95odZ3lZkxf0THPaM%3D%0A","width":2782,"height":1384},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"subheading","text":"Using the Total or Remaining Budget Amount Method","idAttribute":"h_e0cb3a539a"},{"type":"paragraph","text":"If you use the second invoicing \u003ca href=\"https://help.productive.io/en/articles/4656350-understanding-invoicing-methods\"\u003emethod\u003c/a\u003e (Total or Remaining budget amount), you can automate the naming of the line items using the following options (and as before, you can add \u003cb\u003eyour text \u003c/b\u003eas well):","class":"no-margin"},{"type":"unorderedNestedList","text":"- Service name\n- Service description\n- Section name\n- Budget name\n- Project name\n- Service type","items":[{"content":[{"type":"paragraph","text":"Service name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service description","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Section name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Budget name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Project name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service type","class":"no-margin"}]}]},{"type":"paragraph","text":"For \u003cb\u003eexpenses\u003c/b\u003e, you can add:","class":"no-margin"},{"type":"unorderedNestedList","text":"- Expense (description)\n- Budget name\n- Project name\n- Service type\n- Service name\n- Service description\n- Section name","items":[{"content":[{"type":"paragraph","text":"Expense (description)","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Budget name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Project name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service type","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service description","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Section name","class":"no-margin"}]}]},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1055949953/a7ce1c3a557ffef7e9ae0ab9/Screenshot+2024-05-20+at+08_53_39.png?expires=1732718700\u0026signature=67fea655f102cc2f308cf6db461b7c84736199660ed623ff043cca3a9cd86428\u0026req=dSAiE8B6lIhaWvMW1HO4zTlCspAz%2B2xWBR510NadolL%2B%2BlrlLJcth%2BNrwpFl%0AFDz1R%2BqK5v7vDdKXuXc%3D%0A","width":2928,"height":1468},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"subheading","text":"Using the Percentage of the Total Budget Method","idAttribute":"h_e0749b59a0"},{"type":"paragraph","text":"When choosing the third invoicing \u003ca href=\"https://help.productive.io/en/articles/4656350-understanding-invoicing-methods\"\u003emethod\u003c/a\u003e (a percentage of the total budget), alongside \u003cb\u003eyour input\u003c/b\u003e, you can incorporate:","class":"no-margin"},{"type":"unorderedNestedList","text":"- Service name\n- Service description\n- Section name\n- Budget name\n- Project name\n- Service type","items":[{"content":[{"type":"paragraph","text":"Service name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service description","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Section name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Budget name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Project name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service type","class":"no-margin"}]}]},{"type":"paragraph","text":"For invoicing a portion of the \u003cb\u003eexpenses\u003c/b\u003e, you can add:","class":"no-margin"},{"type":"unorderedNestedList","text":"- Expense (description)\n- Budget name\n- Project name\n- Service type\n- Service name\n- Service description\n- Section name ","items":[{"content":[{"type":"paragraph","text":"Expense (description)","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Budget name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Project name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service type","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service name","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Service description","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Section name ","class":"no-margin"}]}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1056136317/8283ae548be8fe1d89b06936/Screenshot+2024-05-20+at+09_00_53.png?expires=1732718700\u0026signature=1a143f936dbafb660d392b29d2f826df222ed0f86603b00fa58f5822643b0eaf\u0026req=dSAiEMh9m4JeXvMW1HO4zc9OdoJSvgHfUfs%2FBI2I3I61lXAlJp%2Fqjh30f0IQ%0AOFlae74QF0MWACWIhTs%3D%0A","width":2924,"height":1358},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"heading","text":"Automatic Invoice Settings","idAttribute":"h_18369743f3"},{"type":"paragraph","text":"Productive can save you time by automatically \u003cb\u003epreselecting invoice settings\u003c/b\u003e based on the \u003cb\u003eprevious invoice\u003c/b\u003e drafted or sent to the \u003cb\u003esame client\u003c/b\u003e. ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"This feature helps you avoid manually selecting the same settings again, making your invoicing process smoother and more efficient!\u003cbr\u003e","class":"no-margin"},{"type":"paragraph","text":"\u003cb\u003eWhat's Copied?\u003c/b\u003e","class":"no-margin"},{"type":"unorderedNestedList","text":"- Preselected settings from the previous invoice for the same client: invoicing method, subsidiary, document template, tax rates, and \"Display line items as\" information.","items":[{"content":[{"type":"paragraph","text":"Preselected settings from the previous invoice for the same client: invoicing method, subsidiary, document template, tax rates, and \"Display line items as\" information.","class":"no-margin"}]}]},{"type":"paragraph","text":"\u003cb\u003eWhat Will You See?\u003c/b\u003e","class":"no-margin"},{"type":"unorderedNestedList","text":"- A banner saying \"Invoice settings applied from the previous invoice sent to X\" (\"X\" refers to the client company name).\n- Clicking on the \u003cb\u003eprevious invoice\u003c/b\u003e hyperlink from the banner opens up a new tab in your browser, showing you the previous invoice in question without losing any work on the invoice you are drafting.\u003cbr\u003e","items":[{"content":[{"type":"paragraph","text":"A banner saying \"Invoice settings applied from the previous invoice sent to X\" (\"X\" refers to the client company name).","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"Clicking on the \u003cb\u003eprevious invoice\u003c/b\u003e hyperlink from the banner opens up a new tab in your browser, showing you the previous invoice in question without losing any work on the invoice you are drafting.\u003cbr\u003e","class":"no-margin"}]}]},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1166787399/56df4e0d1badcfe2deb5af98/Screenshot+2024-09-03+at+08_37_17.png?expires=1732718700\u0026signature=2faf812ef128ff1aa7075e7be023c948d512a096430290084f8ff18b7da15dae\u0026req=dSEhEM52moJWUPMW1HO4zQU0K84wwEjC%2B47Bk24aOuicxEtV8pu%2FsJYRsy6t%0ANLsO1IUY%2BxE3JHEZ1cI%3D%0A","width":2720,"height":1078},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"heading","text":"Attaching a Timesheet Report to the Invoice","idAttribute":"h_f906876e4a"},{"type":"paragraph","text":"After saving your draft and finalizing the invoice, if you want to send your client a timesheet report for the invoiced time entries, select \"\u003cb\u003eSend to client\u003c/b\u003e\" and choose the \"\u003cb\u003eAttach related time entries .pdf file\u003c/b\u003e\" option while in the email editor.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"\u003cb\u003eNote:\u003c/b\u003e Attaching related time entries will only be available when the \u003cb\u003eUninvoiced Time and Expenses\u003c/b\u003e invoicing method has been selected for the invoice.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1225940403/7ea432429ea7d66934eb18c0a741/Screenshot+2024-10-23+at+12_36_12.png?expires=1732718700\u0026signature=4c93582a6d95d7c5d375ea2134e4cbfdf7f7eb32dfe3ef262c876b46571483d3\u0026req=dSIlE8B6nYVfWvMW1HO4zV8gtYG6tSL6D63Ud1Mtmb5DqqBb9V8qarru0yNL%0AYixPj3SR8rZaHzMUxlE%3D%0A","width":2634,"height":1466},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1055987693/74efad2205c6b4a916673385/Screenshot+2024-05-20+at+09_51_47.png?expires=1732718700\u0026signature=845dfe674e6d3bf7f388ce36d94176fdda051ae2b469111db946322076128cf4\u0026req=dSAiE8B2modWWvMW1HO4zfTJJ%2FbjZ9%2BsIV4Dx06FKm57IWwR%2FgLYxX9c%2FKLR%0A5ZLNeHJh9ir7dS4hbOQ%3D%0A","width":1778,"height":1590},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"callout","content":[{"type":"paragraph","text":"\u003cb\u003eTip\u003c/b\u003e: Even \u003cb\u003ebefore finalizing and sending the invoice,\u003c/b\u003e you can download the \u003cb\u003etimesheet report\u003c/b\u003e while creating your draft by navigating to the three-dot menu in the upper right and selecting the \"\u003cb\u003eTimesheet PDF\u003c/b\u003e\" option.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1225937671/48882d819d1f84d739d10137ce2e/Screenshot+2024-10-23+at+12_33_30.png?expires=1732718700\u0026signature=c49621271d1562db056072427bc845608084533ca8d9c8f5d11c0c875b111b33\u0026req=dSIlE8B9modYWPMW1HO4zSHqB4k7brvVGQJ2O%2FrWQ7CZ5y5a%2BJUM4y8%2Bfas4%0Affu424erkJdq03v6eqc%3D%0A","width":2638,"height":1450}],"style":{"backgroundColor":"#e3e7fa80","borderColor":"#334bfa33"}},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"heading","text":"Using Dynamic Fields in the Email Editor","idAttribute":"h_91ad79c424"},{"type":"paragraph","text":"\u003cb\u003eDynamic fields\u003c/b\u003e can be used to personalize your invoice email \u003ca href=\"https://help.productive.io/en/articles/3154390-document-templates\"\u003etemplates\u003c/a\u003e and can be utilized when \u003cb\u003esending invoices via email directly from \u003c/b\u003ethe Invoice module (by selecting the \"Send to client\" option within the invoice, you'll access the email editor). ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"To see which fields are supported, first click on \"\u003cb\u003eEdit\u003c/b\u003e\" to bring up the text editor.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1056203288/f333c6d293b3d4ee7c9359f3/Screenshot+2024-05-20+at+14_08_55.png?expires=1732718700\u0026signature=fbb41919e8aab27cbd83647089e3ea2909cfe324d66a1256362b41b7eac8355e\u0026req=dSAiEMt%2BnoNXUfMW1HO4zcCbW41Hikvmy6yZebYjkwXwbw7UPrhJDmn7rbqQ%0AzNDHNSvIfPshqpgNOUQ%3D%0A","width":2236,"height":1568},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"You will then notice that certain \u003cb\u003eparts of the email\u003c/b\u003e have changed in appearance. ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"Instead of plain text, they are now shown in \u003cb\u003eblocks\u003c/b\u003e. ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"By clicking on the Information icon (ℹ️) in the bottom right, a list of currently supported fields in Productive will be displayed, and by selecting the \"+\" sign, you can quickly add the desired field to your email.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1217834398/04c3aa53bf1406b2bbb01982e88f/Screenshot+2024-10-16+at+12_41_56.png?expires=1732718700\u0026signature=f3f82584a585708882ef5fd2e5d45e6b196ab29bd5268e0476406f70041b25a8\u0026req=dSImEcF9mYJWUfMW1HO4zVUDqpVjL7y8tSObf4rTNoAVzGsT%2BhUh4a1p%2BDAa%0A0VIhEv7UoRlxXMf4DqY%3D%0A","width":1834,"height":1564},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"heading","text":"Incorporating Dynamic Fields into Your Invoice Notes","idAttribute":"h_6948ecb689"},{"type":"paragraph","text":"To enhance your\u003cb\u003e invoice notes with dynamic fields\u003c/b\u003e, simply \u003cb\u003eclick the plus \u003c/b\u003esign located in the upper-right corner of the note input box.","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1166771523/94bc157b2ea8b4f0febc9843/Screenshot+2024-09-03+at+08_13_38.png?expires=1732718700\u0026signature=e14372d18d558f564ff49e286ce31ea03ea58dff52507360ac0466caa6c46a1d\u0026req=dSEhEM55nIRdWvMW1HO4zVYzY07VOMZpk%2FHceSs9r%2ByKUlkLyfrSVg7M071T%0AnXF0lpOiuuCTggnjcoA%3D%0A","width":2628,"height":1332},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"This feature allows you to\u003cb\u003e insert any custom field information\u003c/b\u003e you've created and attached to your invoice, as well as any freehand text you wish to include.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1166773449/27b3234929307eedfd65141b/Screenshot+2024-09-03+at+08_17_52.png?expires=1732718700\u0026signature=5f6cf1fe9df935ad63271c1bbb020d56ca9409b928b1498f46ae928a342f3334\u0026req=dSEhEM55noVbUPMW1HO4zQo59Rsp%2Fhhh%2F%2BtfOM9McV%2FElzBaiQKIETSGTPVd%0Ai38I4SnbHPhYD0eF860%3D%0A","width":2438,"height":734},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"When the invoice is generated as a PDF, \u003cb\u003ethese dynamic fields will automatically populate with the relevant information\u003c/b\u003e, eliminating the need for manual data entry.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/1166774238/366001bd314b5ec246292785/Screenshot+2024-09-03+at+08_19_30.png?expires=1732718700\u0026signature=df18d5bc4c8370393b0cb5ee8800b5fe867867c151f4e4c44f88808392812a64\u0026req=dSEhEM55mYNcUfMW1HO4zdJ%2BTL24LWXVJEWbWsH7joWNOE16AIsRvuYDxJ%2Fz%0Ad8XFLdpInqD5itEmkdE%3D%0A","width":1484,"height":448}],"collectionId":"9447151","description":"","id":"9564134","lastUpdated":"Updated over a month ago","relatedArticles":[{"title":"Delivering a Budget","url":"https://help.productive.io/en/articles/2179590-delivering-a-budget"},{"title":"Giving Clients Access to Budgets and Timesheets","url":"https://help.productive.io/en/articles/2179616-giving-clients-access-to-budgets-and-timesheets"},{"title":"Understanding Invoicing Methods","url":"https://help.productive.io/en/articles/4656350-understanding-invoicing-methods"},{"title":"Setting up a Budget: Budget Editor","url":"https://help.productive.io/en/articles/6121123-setting-up-a-budget-budget-editor"},{"title":"Getting Around the Budget: Feed, Services, Time, Expenses, Invoices, and Recurring Tabs","url":"https://help.productive.io/en/articles/9246352-getting-around-the-budget-feed-services-time-expenses-invoices-and-recurring-tabs"}],"targetUserType":"everyone","title":"Optimizing Invoices: Dynamic Fields, Timesheets, and Email Personalization","showTableOfContents":true,"synced":false},"breadcrumbs":[{"url":"https://help.productive.io/en/collections/38828-invoicing","name":"Invoicing"},{"url":"https://help.productive.io/en/collections/9447151-invoicing-options","name":"Invoicing Options"}],"selectedReaction":null,"showReactions":true,"themeCSSCustomProperties":{"--body-bg":"rgb(255, 255, 255)","--body-image":"none","--body-bg-rgb":"255, 255, 255","--body-border":"rgb(230, 230, 230)","--body-primary-color":"#1a1a1a","--body-secondary-color":"#737373","--body-reaction-bg":"rgb(242, 242, 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