Knowledge base

Text library

What is the text library for?

The text library allows you to create reusable text to save time later. You can insert text from the library when a text field has multiple lines.

How do you use it?

When you click on the text field in the editing bar, the button Text library icon allows you to search for text from the library. The button Save icon allows you to save the text being written to the library.

For quotes and invoices, you can also set your default text (header text, footer text, email text) by going to “Settings > Quotes” and “Settings > Invoices”.

You can also set various text signatures by going into your personal settings (the menu located on the upper right of the application), then to the “Signatures” tab.

What are “text types” for?

Text types allow you to categorize pieces of text to find them more easily. Text types can also be used to display tokens (variables) that can be used based on the context. For example, the text type “Email for quotes” allows you to use tokens such as “Customer last name”, “Customer first name”, “Quote reference ID”, or “Quote amount”. These different tokens will be automatically replaced by the corresponding values for the document.

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Document templates

The document templates are used to boost productivity. They allow you to create quotes and invoices from a basic document that you’ve previously created.

When creating a new document, you have the choice to create a blank (clean) document or to start from an existing document template.

How do I create a new document template?

There are two options:

  1. Create a blank document, then in the settings for that document, activate the option “Treat this document as a template”.
  2. From the page listing your quotes and invoices, create a new document from a template, then click the button “Create a document template”.

Can a document template be sent to the customer?

No, document templates should not be sent to customers. They are only to be used as templates for creating new documents.

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How do I automatically add text to the footer of quotes and invoices?

You can automatically add text to the headers and footers of quotes and invoices when creating a new document. The text can then be edited in each document.

You can add this text from the main menu “Settings > Quotes”. Add your text to fill in the field entitled “Default footer text”.

Follow this same step for invoices using the main menu “Settings > Invoices”.

The text will then be automatically added when new documents are created. This action will not change your existing documents.

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What’s the difference between the document templates and layout templates?

The document templates are used to boost productivity. They allow you to create quotes and invoices from a basic document that you’ve previously created.

Layout templates, on the other hand, are used to customize the appearance (i.e., the design) of your documents. 

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How do I add an attachment when sending a quote or an invoice?

You can add one or more attachments when sending a quote or invoice.

You have three options to do so:

  1. Import the attachment directly into the email
  2. Insert the attachment into the email body as a link
  3. Incorporate the attachment into the PDF file of the document

1. Import the attachment into the email

To import the attachment directly into the email, click on the Import attachment button “Import an attachment” button.

Once the media library is open, select the desired media or import a new one.

2. Insert the attachment into the body of the email

To insert the attachment into the body of the email, click on the “Message” text field, then on the toolbar, click on the Insert media button “Insert media” icon.

Once the media library is open, select the desired media or import a new one.

The attachment will then be inserted as a link directly into the body of your email.

You can also save the message for later usage by clicking on the Save button “Save this text to the library” button located on the toolbar.

3. Incorporate the attachment into the PDF file of the document

Toolcie allows you to add attachments before and after the document in PDF format.

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How do I create a recurring invoice?

Recurring invoices are useful when you invoice some of your customers at regular intervals. For example, this can be the case with subscriptions or for maintenance.

Toolcie allows you to create recurring invoices. The software automatically creates a new invoice based on the original model at regular intervals. Once the invoice has been created, the software sends you an alert. That way, you can check the invoice, and if everything is in order, you can send it to your customer.

Activate recurring invoicing

You can activate the recurring option for an existing invoice or when adding a new invoice.

In editing/creation mode for an invoice, click on the contextual menu Contextual menu then on the “Recurring invoice” Recurring invoice button button.

If you are on the page listing all invoices, use the contextual menu Contextual menu then click on “Recurring invoice”.

The window will offer you different options for settings. In particular, you can set the desired interval of frequency, for example: every two weeks, every three months, every year, etc.

You can also set the type of ending:

  • never
  • end date
  • number of occurrences

If you choose the end date, the last automatic invoice will be created, at the latest, on the end date.

If you opt for a number of occurrences, the last invoice will be created once the number of occurrences is reached. For example: if you set it for two occurrences, two invoices will be created, then recurring invoicing will stop.

When saved, the next invoice creation date will be indicated.

Modify or deactivate recurring invoicing

At any time, you can modify or deactivate a recurring invoice either through the original invoice in question or through the subsequent related invoices. Just use the same pathway used for activating recurring invoicing.

Show all recurring invoices

When you are on the page listing all invoices, you can show recurring invoices (templates) by clicking the search icon Search icon then, from the menu located below the search field, click on “Recurring invoice”.

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How do I do a bulk export with invoices or quotes?

Toolcie allows you to do a bulk export of your invoices or quotes.

To export invoices or quotes, in the corresponding section, check the boxes Checkbox for the documents that you want to export, then click on the export button Export button.

As a comma-separated values (CSV) file, it must be opened in a spreadsheet application like Microsoft Excel or Google Sheets.

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Do I need to list prices tax excluded or tax included?

We are often asked if prices must be entered without tax or with all taxes included, typically for products or services.

The most important thing to consider is what happens if the tax (e.g., VAT) rate changes. Will your products and services have to increase in price or stay at the same price (decrease or increase in revenue in line with the new tax rate)?

Another point to consider is rounding linked to the currency used. For example, in Switzerland, amounts are rounded to the nearest 0.05. If you’ve activated the option to display prices tax included,we advise that you enter your prices tax included in order to avoid any rounding problems.

How do I specify this information ?

The software allows you to specify whether the price is shown tax excluded “Tax excl.” or tax included “Tax incl.” for each of your products and services.

What happens if the tax rate changes?

If the tax rate (e.g., VAT or sales tax) changes, all you have to do is change the rate. The prices of your items will be automatically recalculated using the new rate, with the selected price display mode determining the calculation of the inverse price (Tax excl. > Tax incl. or Tax incl. > Tax excl.).

Rest assured that this will not impact your previously established quotes and invoices (finalized documents).

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