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Webhosting Service Invoice Template with Payment Slip

- Document for Excel Invoice Manager

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This version of the document, "Webhosting Service Invoice Template with Payment Slip", was written for Excel Invoice Manager, which was now renamed to Uniform Invoice Software. For the latest version of this document, please download Uniform Invoice Software.

If the line totals of invoiced items cannot be calculated from something like "Quantity * Price" or "Hour * Rate", you may need to manually enter the line total for each item. Webhosting service is a good example for this, and the invoice template provided here meets such a requirement with additional unique features. Note that this template is now added to InvoicingTemplate.com at Web-hosting Invoicing Template in the Service Invoice Template category, as well as our company site Uniform Software Ltd at Web Hosting Invoice Form, where you can download it for free without a member account.

Service Invoice Template with Payment Slip - main form

Unique features of the service invoice template for webhosting

  • The invoice template has only 6 lines on the invoice body, as compared to 12 lines on the default invoice template shipped with Excel Invoice Manager.
  • Since there are less lines on the invoice body, space left by removing extra lines is used for two purpose - An "Advertisement" section above the invoice body, where you can provide brief description of the products and service you provide, including service terms; and a "Payment Slip" at the bottom of the page, where you can provide the summary of the invoice and your own bank account.
  • If an item is provided for free, it displays Free (instead of a number of zero, or an empty cell). This is implemented by using Excel formulas.
  • It also has two "New" cells that are not found on the default invoice template shipped with Excel Invoice Manager, "Overdue Charges" and "Total Amount Due". They are not custom fields, but standard fields that are not used by this invoice template in their designed way - oknShipAddress is used for storing "Total Amount Due", and oknShipName is used for storing "Overdue Charges".

    The drawback of this approach is that field names will not reflect the data stored in; but there is advantage too - this invoice template does not rely on the use of custom fields.

Implemention details and essential steps

In order to create this service invoice template for webhosting service, there are several essential steps to follow.

  • Move cells and controls to create the layout you want.

    Once you have a desired invoice layout in mind, the design of the customized template usually starts from moving cells and controls. To move a cell:

    1. Unprotect the Invoice worksheet.
    2. Drag your mouse to select all the cells/fields you want to move.
    3. Push your mouse key on the border of the selected area; drag it to the new location.
    4. Once finished, protect the Invoice worksheet.
    5. Save the template.

    To move a control:

    1. Unprotect the Invoice worksheet.
    2. Switch to design mode.
    3. Click and drag the control to the new location you like.
    4. Once finished, exit design mode.
    5. Protect the Invoice worksheet.
    6. Save the template.
  • Create the payment slip section.

    The "Payment Slip" section at the bottom of the invoice is basically comprised of several static text labels that you can enter directly into the form. There are also several formulas created to import content from the main invoice form. For example, the formula created for the "Cust. Name" cell is:

    =oknWhoName

    And, the formula for the "Invoice No." is:

    =oknInvoiceID

  • Display "Free" if the line total is zero.

    With the default invoice template, the line total shows "-" when the value is zero. If an item is a gift, you might want to display the word "Free". With this service invoice template, we implement this feature by first moving out the actual line total column and put it out side the "Print_Area", and then create a formula column at the original line total location. The formula is as follows.

    =IF(oknProductName_?="","",IF(oknLineTotal_?=0,"Free",oknLineTotal_?))

    In the above formula, "?" is the line number of each line. This means that, for the first line, the formula should be:

    =IF(oknProductName_1="","",IF(oknLineTotal_1=0,"Free",oknLineTotal_1))

    And for the second line, the formula should be:

    =IF(oknProductName_2="","",IF(oknLineTotal_2=0,"Free",oknLineTotal_2))

    The formula means that, if the service description is empty, then the cell shows an empty string too; if the service description is not empty, then the cells shows "Free" or the actual line total depending on whether the line total is zero.

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