How the Custom Invoice Layout Works in PSOhub

Published: 1 June 2026

Audience

Admin
Controller

Objective

Understand what a custom invoice layout is in PSOhub, how the template structure works, which base templates are available to download, and what data fields can be used to populate your invoice.

Introduction

PSOhub supports custom invoice layouts, allowing you to replace the default invoice design with your own Word-based template. This is useful when your organization requires a specific visual format, additional branding, or a layout that differs from the PSOhub default.

Custom invoice templates use Word merge fields to pull live data from PSOhub — such as the invoice number, customer details, contract lines, and totals — into your document when an invoice is generated.

⚠️ Important: Modifying the base templates can cause errors if the merge field structure is not followed correctly. PSOhub support cannot review individually edited templates. Proceed carefully and test your template using the Create preview function in Invoice Settings before using it on live invoices.

How to Enable the Custom Invoice Layout

Click the Gear icon in the main menu to open Settings.
Navigate to Invoice Settings.
In the Layouts tab, set the Invoice layout field to Custom.
Once enabled, you can upload two separate template files:

A template for an Invoice without a specification page
A template for Invoice with specification

Download the Base Templates

PSOhub provides base templates to use as a starting point for your custom layout. Download the template that matches your needs:

Template	Use when
Base template	Standard invoices using a currency symbol (e.g. €, $)
Base template with specification	Invoices with a time entry specification page, using a currency symbol
Base template with Currency Name	Standard invoices where the full currency name (e.g. USD, CAD) should appear instead of the symbol — useful when multiple currencies share the same symbol
Base template with specification and Currency Name	Specification invoices using the full currency name

💡 Tip: If your organization bills in multiple currencies that share the same symbol (for example, USD and CAD both use $), use the Currency Name templates to avoid ambiguity on invoices.

How the Template Structure Works

Custom invoice templates are Word documents that use merge fields to pull data from PSOhub. Merge fields are wrapped in double angle brackets, for example <<InvoiceNumber>> or <<Name>>.

Every template must follow this structure:

The document must begin with <<TableStart:Container>> and end with <<TableEnd:Container>>
Each data section within the document must open with <<TableStart:TableName>> and close with <<TableEnd:TableName>>
Between the start and end tags, you can insert any field available within that table

⚠️ Important: TableStart and TableEnd tags must always be in the same section, table row, or table cell. Placing them across different cells or rows is the most common cause of template errors.

Available Data Tables and Fields

The following tables and fields are available for use in your custom invoice template.

Invoice

Field	Description
Name	Invoice name
InvoiceNumber	Invoice number
InvoiceDateDisplay	Invoice date
DueDateDisplay	Payment due date
DateFromDisplay	Invoice period start date
DateToDisplay	Invoice period end date
Reference	Invoice reference
Footer	Invoice footer text
Note	Invoice note
Total	Total amount including VAT
TotalExVAT	Total amount excluding VAT
VATAmount	VAT amount
VATPercentage	VAT percentage
Currency	Full currency name
C	Currency symbol
ProjectNumber	Project number
ProjectManagerDisplay	Project manager name
Customer	Customer name
ContactEMail	Contact email address
ContactPhonenumber	Contact phone number
TaxNumber	Tax number
Draft	Indicates if the invoice is a draft
IsCredit	Indicates if the invoice is a credit note
DefaultCurrency	Default currency

InvoiceContractLine

Field	Description
Name	Contract line name
LineNumber	Line number on the invoice
LineType	Billing type (Fixed fee, T&M, Expenses)
Amount	Contract line amount
ToBeInvoiced	Amount to be invoiced on this line
Description	Contract line description
DetailLevel	Invoice detail level for this line
C	Currency symbol
Currency	Full currency name

InvoiceLine

Field	Description
Name	Name of the time or expense entry
Description	Description of the entry
DateDisplay	Date of the entry
AmountOfHours	Number of hours
Rate	Billing rate
TotalAmount	Total amount for this line
DetailLevelLine	Detail level for this line
C	Currency symbol

InvoiceTax

Field	Description
TaxName	Name of the tax category
VATPercentage	VAT rate
VATAmount	VAT amount
C	Currency symbol
Currency	Full currency name

Address

Field	Description
Company	Company name
Address	Street address
City	City
PostalCode	Postal or ZIP code
Country	Country
MainContact	Primary contact name
TaxCode	Tax code
CompanyRegistrationCode	Chamber of Commerce or company registration number

Next Steps

✅ Test and finalize your invoice layout
Upload your custom template and use the Create preview function in Invoice Settings to check the layout before using it on live invoices.
Invoice Settings in PSOhub