Limiting what customers see on documents

In this article, you'll learn how to choose which item details your customers see on a document. The most common reason is a work order. Your crew and the customer need to know what's being done, but they don't need to see what each line costs.

These switches belong to each template, not to your whole account. You can take the prices off the Work Order and your Invoice and Estimate will still show every number.

To open your document templates:

  1. In the menu, click the Settings gear.
  2. Click Documents.

You'll see the Document templates list. Invoice, Estimate, Work Order and Payment Receipt are always there, along with any custom documents you've made.

Note: You need a computer for this part. On the phone app, and in a browser at phone width, you can only preview, add, duplicate and delete templates. The designer, which holds these settings, opens on a bigger screen.

Remove prices from your work orders

  1. On the Document templates list, click Work Order.
  2. At the top of the designer, click Settings. The Document settings panel opens.
  3. Under What can my client see?, uncheck Price and Line total.
  4. Click Save at the bottom of the panel.
Opening the Work Order's document settings

From now on, the items list on your work orders shows only the description and quantity. The Price and Amount columns are gone.

Note: Hiding price and line total takes away those two columns only. The totals under the list (Sub total, tax and Total) still show. If you don't want any money on the document at all, take the items list off that template in the designer.

Choose the rest of what customers see

The same What can my client see? list has five checkboxes. Each one is on unless you uncheck it:

  • Quantity: the QTY column.
  • Price: the price of each item.
  • Line total: the Amount column, meaning quantity times price for each line.
  • Service items: every line that isn't a product. Uncheck it and those lines are left off the list.
  • Product items: every product line. Uncheck it and those lines are left off the list.

For example, if your crew only needs to know what they're installing, uncheck Service items on the Work Order and only the products will show.

The Document templates list, where each template has its own settings
The Document templates list, where each template has its own settings

Keep a priced and an unpriced version

Sometimes you'll want a work order with prices and sometimes without. You can keep both:

  1. On the Document templates list, click the More (three dots) button on the Work Order row and choose Duplicate.
  2. Open the copy, click Settings, and change the checkboxes on that copy only.
  3. Click Save.

When you send a document from a job, you pick the template, so you can choose whichever version fits.

Tip: Before you send anything, click Preview at the top of the designer to see the document the way your customer will see it.

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