BillGrid

Features / Saved items and defaults

Your usual details.
A better starting point.

Save the services, wording and document settings you use repeatedly. New invoices and estimates start closer to ready, with room to adapt each one to the job.

  1. 01 / SAVE

    Name the service.

    Open Settings, then Line Item Defaults. Choose Add item, enter its name, optional description and rate, then save it.

  2. 02 / REUSE

    Find it as you type.

    On an invoice or estimate, start typing a line item name and choose a saved suggestion. Its details fill the line. Admins can also save a new item from the document editor.

  3. 03 / REVIEW

    Fit it to this job.

    Check the description, quantity and rate before sending. A saved service gives you a starting point for this document; you still decide what the client is being billed.

The words you use again

Keep the wording.
Choose the right version.

Terms for the agreement.

Under Saved texts in Invoice Defaults, keep named Terms texts for your usual agreements. Select one default for new invoices and one for new estimates, or use the document's Saved menu to choose another.

Notes with a heading.

Save a thank-you, delivery explanation or license text as Notes. Give it the heading you want on the paper, such as License. Notes and Terms have separate defaults for each document type.

Read about saved texts.

Set the starting rules

A familiar number.
A clear due date.

Open Invoice Defaults or Estimate Defaults to set each document type's Prefix and Numbering pattern. Save changes when finished.

On Invoice Defaults, choose Payment terms under Getting paid. Client-specific terms take precedence when set; otherwise new invoices use the company's terms. A saved Terms paragraph supplies wording, while Payment terms sets the due-date rule.

Read the payment terms and reminders guide.

Illustrative setup / a design studio

Saved itemDesign consultation

A reusable service description and rate.

Saved Notes textHeading: License

Choose the wording appropriate to the deliverables, then review it on the document.

Example content you can reuse and adapt to each document.

Know what each change affects

Defaults pre-fill new documents.

Editing saved items or default texts does not rewrite documents already created. Update the library for future work, and check existing documents individually when an agreement changes.

Read the saved items guide.

PDF links are the exception.

Online link on PDFs controls the link beside the totals: Pay online, Approve online or See it online, as applicable. Turning it off affects every PDF generated afterwards, including PDFs of older documents.

Good to know.

Read the document defaults guide
Can invoices and estimates use different wording?

Yes. Keep both in Saved texts and choose defaults separately for invoices and estimates. Use Saved beside Notes or Terms for a particular document.

Where do currency and date preferences live?

Settings has a separate Currency & Timezone page for default currency, timezone and date format. Read the company defaults guide.

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