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Importing Logos Tech Note

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Invoice options let you customize your printed invoices

It contains different options that let you change the “look”, but not the overall design, of your invoice forms. Since invoices were designed to print on letterhead, and not specialized forms, these settings let you tailor your invoices to fit on your letterhead.

You can change the invoice top, left, and bottom margins (the right-side margin is fixed, and isn’t customizable). Changing margins doesn’t affect the content or arrangement of the information on estimates or invoices; instead, they simply nudge the text up or down, or to the right side. In addition, you can customize some of the terminology used on estimates and invoices -- especially the words estimate and invoice. For example, the word Invoice can be changed to Chargeback, Billing Summary, or some other term that better suits your invoices.

The settings in Invoice Options apply to every invoice you print. The invoice margins are customizable to work with your letterhead. Any kind of letterhead will work, as long as any art printed on the letterhead doesn’t conflict with the text printed from Clients & Profits. Since invoice options affect all users, it’s best to make these changes when no one is using Clients & Profits X Pro; otherwise, you may get record-locking while a busy user’s preferences are updated.

Do not set your margins to less than 1/2". Clients & Profits requires a minimum .50" margin on the printed invoice and estimate.

You can customize the font used by your invoices, estimates, and other reports using the Modify Report Fonts utility. Click here for more information.

To change your invoice options

1 Choose Clients & Profits X > Preferences (Mac) or Setup > Preferences (Windows), then select Invoice Options from the list on the left.

The Invoice Options window opens.



2 Enter your changes to the invoice options. When you are finished, simply close the window and the changes you've made will be saved.

Since these settings are used by everyone, every user’s preferences are updated when these changes are saved. To prevent record-locking, it’s best that no one uses Clients & Profits X while you’re changing the invoice options.

Adding a graphic logo to invoices

Invoices, estimates, and media order preference areas can each contain a different graphic logo. This logo appears at the top left side of the printed estimate and invoice. A graphic saved in PNG format can be copied from a graphics program, then pasted into the report options windows. The graphic file can be black-and-white or full-color.

These step-by-step instructions apply to both the Mac and Windows versions of Photoshop and Clients & Profits X. While these instructions refer to Photoshop, nearly any graphic program will work in the same way.

First, start Photoshop and open your logo file. Then start Clients & Profits X and open your database. Once you've entered your initials and password into Clients & Profits X, switch back to Photoshop.

1 Once Photoshop has started, open the graphic file containing your logo.

2 Modify the logo so that it has an image size of 795 pixels wide by 300 pixels high. If your logo's width or height does not meet either of these dimensions, choose Image > Canvas Size to add the necessary white space required to bring the graphic to the required size.

All logos will vary in size, but none can exceed 795 X 300 pixels, otherwise they will be immediately scaled to fit these dimensions on the printed estimate, invoice, etc. In some cases, you may want to decrease the size of your logo in order for the entire image to fit inside of the logo fields in Clients & Profits X.

The logo won't be centered by Clients & Profits; instead, the logo is placed in the top-left corner. If your agency logo is square in shape, you must make sure that the height does not exceed 1". Then, add additional white space to your logo to bring the total width to 2.65".

3 Choose Select > All to select the entire graphic file.

4 Choose Edit > Copy to copy this selection to the computer's Clipboard.

5 Switch from Photoshop to Clients & Profits X.

6 Once in Clients & Profits X, choose Setup > Preferences (Windows) or Clients & Profits X > Preferences (Mac) then select an options area from the list on the left (Insertion Orders, Invoice Options, Estimate Options, etc.).

The selected preference options window opens, displaying your preferences including any existing logo.

7 With your mouse, click inside the logo field, then choose Edit > Paste.

The logo graphic should appear. In some cases, it may appear bitmapped on the screen, but will print in 300 dpi quality on the printed forms.

8 When you are finished, simply close the window and the changes you've made will be saved.

The same logo can be pasted into the database's Broadcast Order preferences, Estimate options, Insertion Order preferences, Interactive Order preferences, Invoice options, Outdoor Order options, and Purchase Order options by repeating steps 4-6. To paste a different logo into a preferences window, repeat steps 1-6.

Pasting From File

You can also paste your saved PNG file directly into the program.

1. Choose Clients & Profits X > Preferences (Mac) or Setup > Preferences (Windows)

2. The Preferences dialog box will open. In the left-hand preferences list, choose the options area you wish to paste your logo into.

3. Click inside of the logo field, then choose Edit > Paste From File.

4. You will be prompted to locate the logo file you wish to paste into the program. Once you've located the file, select it and click Open.

5. Your logo should appear in the logo field.

Your logo will be saved to Preferences when the window is closed.

	Learn the proper steps required to prepare and paste your agency logo in this Clients & Profits classroom video training session. Running time: 5:32

Setting margins

The top, left, and bottom margins can be changed separately for invoices (in case you use different letterhead or forms). Any margin setting can be used, within reason. But remember that changing the margin doesn’t actually change the content of the invoice.

The information printed from Clients & Profits X (such as the item descriptions, job numbers, amounts, and notes) require a certain amount of space on the estimate and invoice -- and that information can’t be changed. So the margins you choose only affect where the printing starts on the printed page. You can’t control the right-side margin or page breaks (this is based on what you’ve entered onto the invoice or estimate).

Most laser printers can’t print on the outside 1/2" of the page; if you make your margins smaller than 1/2", they’re likely to be cut-off. If your printer supports full-page printing, then it should be as expected.

Margins can’t be less than 1/2” on all sides; if so, the invoice won’t print.

To test your settings, practice printing several copies of typical invoices. You may have to make several adjustments before finding the best-looking settings.