This is a chapter of Invoice Manager for Excel's help document. To get the help document, download and install Invoice Manager for Excel, open the default template by clicking "Invoice.xlsx" shortcut on Windows desktop, and then click "Help" on the "Invoice" ribbon tab.
Customizing invoicing templates means creating your own templates that can interact with Invoice Manager for Excel and connect to databases to store and retrieve data. All templates here on InvoicingTemplate.com are created based on these rules.
Please read this document carefully before customizing your template.
An invoice template uses a number of hidden properties and cells to identify itself as a valid invoice template so that the Invoice Manager for Excel can and will interact with it.
Because of this, generally it is not recommended to create a template or workbook from scratch using Microsoft Excel. It's better to create an invoice template based on an existing valid invoice template. To do this, copy an existing invoice template using your Windows Explorer, and customize that copy to create your own invoice workbook.
However if you still want to integrate your existing template with Invoice Manager for Excel, or create a new format from scratch, the steps are detailed with the sample at c4056 Simple Sample - Building & Remodeling Invoice.
An invoice template has two states: design mode and running mode. In design mode, Invoice Manager for Excel stops interacting with the invoice template, so that you can move, add, or delete controls or cells.
To switch to design mode, click thebutton on the ribbon tab. Click this button again to exit design mode.
The protection of the "Invoice" worksheet prevents accidental modifications to layouts, formulas and other form designs. If you have Invoice Manager for Excel installed, it could even display a warning message when you close a template without protecting the worksheet. However for the purpose of this customizing a template, we should firstly unprotect the worksheet.
Tip : If you have Invoice Manager for Excel installed, the "Design Mode" button unprotects an sheet automatically.
By default, theworksheet is protected. You need to unprotect it for most of the customization work. To unprotect the worksheet, in Excel 2007/2010/2013 click the button in the group of the tab.
It is strongly recommended that you protect the worksheet again after your customization. To protect a sheet, just click the same button again.
If a worksheet is protected, locked cells and those cells that contain formulas are not manually editable. To lock or unlock a cell:
When customizing a workbook, it is very helpful to display gridlines and row/column headers. To show gridlines and row/column headers in Excel 2003:
After your customization, go back to themenu, , tab. Under , REMOVE the checks you previously placed by the two check boxes to hide gridlines and row/column headers. This will restore the appearance of your workbook.
To show/hide gridlines and row/column headers in Excel 2007/2010/2013:
All objects in an invoice workbook, including ActiveX controls, drawing objects and cells, are identified by names.
To distinguish from other names, all names used by Invoice Manager for Excel are prefixed with okn (Office-Kit.com's Name).
Names defined this way by defalt are available to any sheet. For example, if the name oknID refers to the range A20:A30 on the first worksheet in a workbook, you can use the name oknID on any other sheet in the same workbook to refer to range A20:A30 on the first worksheet.
To name a drawing object or cell:
To name an ActiveX control object:
Note that Excel does not allow you to reuse an existing name in this way. For example, if a cell has already been named "oknTaxType", and you click and select an empty cell then enter the name "oknType" into the name box, Excel activates the cell with the name "oknTaxType", instead of naming the empty cell "oknTaxType".
To name a new (empty) cell with an existing name, you have to firstly delete the exiting cell name, and then use this name to name the new cell. To delete an existing cell name, in Excel 2003 click Excel menu Insert > Name > Define to open the "Define Name" dialog box; in Excel 2007, 2010, 2013 and 2016, the Name Manager can be launched by going to the "Formulas" ribbon tab, "Defined Names" group.
Note: Starting from Invoice Manager for Excel version 5, all on-sheet buttons are created as shape objects. Don't use ActiveX objects unless you're using Invoice Manager for Excel prior to version 5.
Microsoft Excel has two types of controls. ActiveX controls and form controls. Forms controls are compatible with earlier versions of Excel, beginning with Excel version 5.0, and can be used on XLM macro sheets.
To add an ActiveX control:
If you like the invoices and receipts created by InvoicingTemplate.com, you may find that some Excel shapes and Smart Art objects easily dress up a business document.
Simple Sample - Using Shape Object provides a basic example on using shapes.
Here is how to use Excel shapes or SmartArt objects in your own template. In Microsoft Excel, you can add shapes, such as boxes, circles, and arrows, to your documents, email messages, slide shows, and spreadsheets. To add a shape, click Insert, click Shapes, select a shape, and then click and drag to draw the shape. After you add one or more shapes, you can add text, bullets, numbering, and Quick Styles to them. To add a shape:
Note the additional shapes are removed when executing the "Extract/Email" command. To prevent this, name the object with "oknWidget" prefix.
If a worksheet has defined a PRINT_AREA name and it refers to a range of cells, Excel will print the specified area instead of the whole sheet when you click the printable invoice template)command on the Excel menu. (See our template gallery at
In the invoice workbook, each worksheet contains a PRINT_AREA name. You can view what the name refers to by selecting PRINT_AREA from thebox at the left end of the formula bar. If you want to redefine the PRINT_AREA name, follow the steps below:
By default, all objects added to a worksheet are printable. You may want to exclude some of them from printing, such as the Customer Selection button on theworksheet (seen in the default invoice template shipped with Invoice Manager for Excel version 3 and earlier versions).
To exclude a Drawing Object from printing in Excel 2007/2010/2013:
To exclude an ActiveX control from printing:
Since all the cells/fields and controls are identified by names, you can easily redesign the layout by moving cells/fields/controls. For example, if you don´t want to show the, cells/fields on your printed invoice, you can move them out of the Print_Area:
To move a control:
To make the extracted worksheet as clean as possible, all ActiveX controls and drawing objects will be removed from the extracted worksheet. If you want to keep an ActiveX control or a drawing object, add a prefix oknUser_ or oknWidget_ to its name. For example, a logo image could be named, instructing Invoice Manager for Excel to keep the logo image on the extracted document.
Resizing columns is easy in Microsoft Excel. For example, let's say you want to change the width of column A.
See Microsoft video: Resize rows and columns.
Most templates on InvoicingTemplates.com are printable / fit into one page horizontally. Expanding a column width may break this. To fix this you may need to narrow other columns.
Most template here on InvoicingTemplate.com adopt the new theme-based color scheme. To change a color theme, follow the steps below.
If you are using an elder template that still uses palette colors, to replace a color with another one you have to adjust the color palette. To do this follow the steps below.
Invoice Manager for Excel itself is currency-neutral which means, with the default database configurations, it does not record currency symbols in the database, and you can change your template to show any currency symbol you like.
Most templates here on InvoicingTemplate.com does not show currency symbols. To display a currency symbol, follow the steps below.
For living / practical samples, visit Simple Sample - Using Currency Symbol.
In our day to day design work of invoice forms, it is noticed that inserting a new column to the printable form is not as easy as inserting a new row. This is because the horizontal space of the form is limited, and inserting a new column usually means rearranging / adjusting existing columns. On the contrast, inserting a new row usually does not expanding the one-page template to two pages.
To adjust the existing columns to leave space for a new column or columns inside the printable invoice form, we first unmerge the existing column, such as the description column. Then select proper cells and execute the "Merge and Center" command again to create a less-wider "Description" column.
Now you have a new / empty column created by narrowing the "Description" column. Name the cells on the empty column properly to map them to a database field.
A step by step detailed example could be found at Simple Sample - Adding Discount Column.
This sample shows how to change the precision / scale of the unit price, unit cost, line total, subtotal, paid and total due cells. For example, if you are a graphics business in New Zealand and want to calculate to a tenth of a penny (i.e. $000,000.062), you need to modify the default database fields.