Invoice related Frequently Asked Questions

How to keep track or make log for my Invoices?

I would recommend to open a new folder in My Documents and name it Invoices. Place your actual Invoice Template (.xlt) file in to the Invoices folder.

Once you have create your first invoice save it with the invoice number instead of the name (00001.xls) and do the same for each new invoice that you create. The invoice number can contain any number of digits that will be depend on the amount of invoices you send, so that if you send five thousand invoices each year, than you need to use at least four digit invoice number format.

Saving your invoice files with the invoice number can help when organising all of the saved documents in the sequential order by clicking Arrange Icons By > Name in the contextual menu.

Arrange Files By Name

Searching for any particular invoice can never be quicker and easier, if you choose to follow my invoicing system, you can even use windows Files and Folders Search facility to do so. Personally for me this is in did the best way to search for my saved invoice files, because it only takes me to type the invoice number in the search box on my desktop and this is pretty much it .

What I would also like to recommend is to create a template for each frequent customer, so that you do not have to update your customer section every time you create a new invoice.

David_Lee_&_Co_Inv_Tmp.xlt
TBS_Inc_Inv_Tmp.xlt
John_Roberts_Inv_Tmp.xlt

I would probably use Customer Account number for all my frequent customers as well as Customer Account Statement Template for easy invoice logging, outstanding monthly balance calculations and monthly billing.

What PDF Software can you recommend to convert my saved Invoices?

The software that we recommend is PDF Converter Professional 5.0 , but feel free to use any other similar software that can act as a PDF printer (converter) for your documents.

How to find my Invoice Template .xlt file that I have created and saved?

The Microsoft Excel® template (.xlt file) is usually saved in C:\Documents and Settings\your user\Application Data\Microsoft\Templates. I would recommend to copy your template file and paste it in to any other folder in My Documents for easy access.

How can I add more rows in my invoice template?

To add more Rows in to the workbook you will need to select the row above the last one in the table and right click on it, this will open up a menu, scroll down to Insert and click to insert a new row. Once the new row is inserted, you also need to copy and paste the formulas in to it. The easiest way is to highlight your new rows and than pres Ctrl+D, this will copy all formulas in to the new rows or you can also copy and paste the row above.

Adding Rows

Note when adding a new rows to your workbook, you always have to select the row above the last one, so that the formula that calculates subtotals can include your new row as well, otherwise the sub totals will not be updated automatically.

Read more about Formatting Cells in Excel 2007/2003/XP/2000/97.

How can I change the currency symbol in the cells?

To change a currency symbol in any cell you will need to do following:

1. Select the cells that you want to change.
2. Right click on the selected cells will open up a contextual menu.
3. Scroll down to Format Cell and click on it, this will open a small Format Dialog window. You can also use a shortcut Ctrl+1.
4. In Number tab Category scroll down to Currency and choose the currency symbol from the drop down menu.
5. Click Ok after you have finished.

Read more about Formatting Cells in Excel 2007/2003/XP/2000/97.