Summary

Document Templates let you decide exactly what your customers see on their Work Orders and Invoices. You choose which sections to include, the order they appear in, and how the email that delivers them is worded. You can build up to five templates in total. A Work Order or Invoice will only show the sections you add to its template—so anything you leave out simply won't appear.

Key Points

Turn on Document Templates (if you haven't already)
Decide which sections belong on your Work Orders and Invoices
Drag the sections into the order you want
Choose a few extra settings, like whether to show pricing or service times
Write the email that your customers receive with their document. Enable Document Templates
Optionally set up a text message that's sent when a work order is completed

How to Get to Document Templates

From the top of the Navigation Menu, click Settings (the gear icon).

In the Settings Menu, under Company Setup, click Document Templates.

Your Templates

The first tab is your Service Report (also called the Work Order).
The second tab is your Invoice.

Need more templates? Click the + sign to add another. You can create up to three more, for a total of five.

Note: You can rename these tabs to whatever you like, but their roles never change. The first tab is always the Service Report / Work Order, and the second tab is always the Invoice—no matter what you name them.

Step 1: Choose the Sections to Include

A template is made up of "sections"—each one is a block of information you can add or leave off. Here are the sections you can choose from:

Customer Address – The billing and service addresses.
Terms – Service, invoice, and due dates, plus your billing terms.
Line Items – Descriptions, quantities, price, tax, and totals.
Materials – The materials used, EPA #, quantity, dilution rate, method, and the device used during the service.
Notes – Notes your technician entered in the mobile app under Notes – Report Findings. This also includes environment details—square feet, wind direction, wind speed, and temperature—entered in the app under Environment.
Signatures – Signatures captured in the mobile app.
Devices – Information from the mobile app's Devices area, including summaries by device and pest, scanned device inspection details, and a list of any unscanned devices.
Photos – Photos taken in the mobile app.
Addendum – Comes from the entry under Settings / Work Orders.
Memo – The comment you type into the bottom left corner of an Invoice in the Online Portal.
Footer – The Work Order footer, set under Settings / Work Orders.
Invoice Footer – The Invoice footer, set under Settings / Invoices.
Units – The details of each unit inspected, including materials and pest activity.

Note: Devices, Photos, and Units are not included in every plan. If you don't see one of these, it may not be part of your current plan.

Step 2: Arrange Your Sections

Reorder a section – Click and drag a section up or down. Sections appear on the finished document in the same order you see them here.

Set the spacing – Each section has a margin setting above and below it, measured in millimeters. Increase the margin by clicking the up or down arrows to the right of Bottom Margin and Top Margin, or by typing a number to add more blank space, or decrease them to tighten things up.

Start a section on a new page – Click the box to the left of New Page on a section to

push it to the top of a fresh page.

Remove a section – Click Remove on any section you don't want. Don't worry—it isn't deleted. It moves down to a list called Available Sections, where it waits until you're ready to add it back.

On the right side of the page, you'll find a few more formatting options:

Template Name – Rename the template to something meaningful to you. (Remember: the tab's role stays the same no matter the name.)
Document Title – Used by Fieldwork behind the scenes; your customers won't see this.
Header Top Margin – Extra blank space, in millimeters, added to the top of the page.
Coupon Bottom Margin – Extra blank space, in millimeters, added to the bottom of the page.

Tip: Use the Preview button often as you work. Preview shows you the document exactly as your customer will see it, so there are no surprises.

Step 3: Choose Your Other Settings

On the right side of the page, there are a few extra on/off settings that fine-tune what appears on your documents. Check a box to turn a setting on; uncheck it to turn it off.

Display Pricing – When off, Line Items show only the description, quantity, and whether the item is taxable (Yes/No)—no prices.
Display Service Date – When off, the service date is hidden from the upper-right corner.
Display Start Time – When off, the start time is hidden from the upper-right corner.
Display End Time – When off, the end time is hidden from the upper-right corner.
Display Payment Coupon – When on, a Payment Coupon is added to the Invoice.
Display Details for Line Items – When on, line item details are added to Work Orders and Invoices.
Display Next Service Date – When on, the next service date appears in the upper-right corner of completed Work Orders.
Show Unscanned Devices – When on, any unscanned devices are listed in the PDF.

Tip: Take one more look with the Preview button before moving on—it's the easiest way to catch anything you'd like to change.

When everything looks right, click the large green Save Templates button above the Settings

Step 4: Write the Email Your Customers Receive

When you send a Work Order or Invoice, it goes out with an email. The Email Template controls what that email says, and both the subject line and the message body are yours to edit, so you can match your own style and tone, but feel free to use the default message

Using Placeholders

Placeholders are small bits of text in curly braces, like {technician}, that Fieldwork automatically swaps out with real information when the email is sent. They work the same way described in the Settings – Customers article. A few useful ones for this email are:

{invoice_email} – The email address of the person receiving the email.
{document_title} – Fills in "Service Report #nnnn" or "Invoice #nnnn."
{online_reviews} – Adds the text, "How did we do? Please rate our service."
{technician} – The name of the technician who did the service.
{document_number} – The Work Order or Invoice number.
{link_to_document} – Creates the button customers click to open their document. The button text reads "HERE" and cannot be changed.
{link_to_document}YOUR TEXT{/link_to_document} – Use this version instead when you want the button to say something other than "HERE." Replace YOUR TEXT with your own wording.

Important Note: To place a placeholder in the Subject line, copy it and paste it in—the same click-to-insert won't work in that field.

How to copy and paste:

Highlight the placeholder you want in your subject line

2. While the placeholder is highlighted hold down command, shift, and C at the same time.

3. Place your cursor in the Subject box, then hold down command, shift, and V at the same time.

Example : The {online_reviews} placeholder is a perfect spot to invite feedback. For example, you could write:

"We value your commitment to our service and strive to make your experience the best possible. Please take a moment to give us a review by clicking the stars below."

Tip: Click Preview to see your finished email before you save.

Step 5: Set Up a Text Message (Optional)

Along with the email, Fieldwork can send your customers a text message (SMS) when a work order is completed. This is optional—if you don't set it up, no text will be sent.

Enable SMS template – Click on the grey box to the left of Enable SMS template to turn this on to start sending text messages to your customers.

Text/SMS Template – Type the message your customers will receive here. Keep it short and friendly, since text messages are meant to be brief.

As you type, you'll see a Number of segments count. A "segment" is one chunk of a text message—longer messages use more segments, and each segment adds to your cost. Keeping your message short keeps it to a single segment.

Important: Text messages are billed at $0.03 per segment, plus a $5.00 monthly fee to rent the phone number your texts are sent from.

Using Placeholders in Your Text

Just like the email, you can use placeholders by clicking on the placeholder you would like to insert—small bits of text in curly braces that Fieldwork fills in automatically. The available ones are:

{customer_name} – The customer's name.
{account_number} – The customer's account number.
{invoice_email} – The email address of the recipient.
{company_name} – Your company's name.
{branch} – Your branch name.
{company_phone} – Your company's phone number.
{company_email} – Your company's email address.
{document_number} – The Work Order or Invoice number.
{short_link_to_document} – A shortened link the customer taps to open their document. The short version is used here to save space in the text.