Kube comes with a preset invoice template that it uses to send charges to your companies for payment. You can also download and customize the Kube default template to create your own template.
You can create both system and property custom templates. System templates are used for all of your properties, and property templates are only used at the property you upload them at. Once you upload a property custom template, Kube uses that template instead of the system template. This article describes adding a custom system template, but the steps are the same for property templates.
This article is part of the Kube system setup flow and the Kube property setup flow. For more information, see Kube setup checklist.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all these menus or services may not be available or displayed.
Modifying the default template
After you download the custom template, you can modify the template as desired. To import data into the template, use the provided Kube tokens (database variables). When you include a token, Kube automatically replaces the token with the corresponding value from Kube, such as the total cost of an amenity charge.
TIPS:
To create a custom invoice template, you need knowledge of Microsoft Word and its Mail Merge function.
To include multiple tokens as part of a table, include the «TableStart: token at the beginning of the tokens used in the table and the «TableEnd: at the end of the tokens used in the table. See the Billing Information section of the Kube invoice template for an example.
You can update existing tokens in Microsoft Word by right-clicking the token and selecting Edit Field from the drop-down list.
Invoice dates format based upon the operator's country.
To create a custom invoice template
Select your Personal Profile in the top menu and select System Settings from the drop-down menu. The Operator Profile screen appears.
NOTE: To add a property template, select Properties in the top menu. On the Properties screen, locate your property in the grid and click the property's name.
Select Document Templates in the side menu.
Click the Category drop-down and select Invoice if it is not already selected.
Locate the Kube_Invoice.docx file in the grid and click the Download button next to it. The file downloads.
TIP: Also download the Available_Tokens_Invoice.docx file to see the available tokens that you can use in your template.
Open the Word file and enable editing.
Customize the template and save it under a new file name when finished.
In Kube, click the Edit button. The Upload Invoice Template button appears.
Click the Upload Invoice Template button. A file upload window appears.
Drag and drop your file onto the window or click the window to select your file. Kube uploads the file.
Click outside of the upload window to close it. To set the template as the default, click the select button in the Default column.
NOTE: Properties with their own custom property template do not use the system custom template.
Click Save.
TIPS:
The next step in the Kube system setup process is to customize default email templates. For more information, see Reviewing and editing email templates.
If you need to delete a template, click the Edit button and then click the Delete button next to the template you want to delete. Click OK on the confirmation message.