Arlo allows you to send invoices and credit notes as PDF attachments instead of as content in the emails. This enables you to fully customise your invoices so they meet your organisation's needs, such as your branding, special instructions, dynamic custom course fields, and more.
- Open the Settings menu item.
- Select Orders and invoicing.
- From the Receipts section, in the PDF invoice settings, click PDF attachment settings.
- Tick Enable PDF attachments.
To disable PDF invoices, untick Enable PDF attachments.
- Press Save.
The preview will be generated using sample data, and will use NZD. Disregard these settings, as actual invoices generated will use your platform's settings/currencies.
- Open the Settings menu item.
- Select Orders and invoicing.
- From the Receipts section, in the PDF invoice settings, click PDF attachment settings.
- Click Preview.
If you are using the default invoice template, a link to pay with Credit Card will also be displayed.
- Open the Settings menu item.
- Select Orders and invoicing.
- From the Receipts section, in the PDF invoice settings, click PDF attachment settings.
- Click Download on the template you wish to change.
- Open the template file in Microsoft Word. The file contains merge fields which will populate the relevant data in Arlo onto the invoice.
Press Ctrl+A (Select All), then Alt+F9 to toggle between view and hide all merge field information on the template. For Windows 11 systems, press Ctrl+A (Select All), then right-click on the page and select 'Toggle Field codes'
- Access and download the current PDF template.
- Click the area directly before the INVOICETITLE merge field.
- Press Enter. This will move the top row of the invoice merge fields down, creating room for your logo.
- From the Insert menu in Microsoft Word, select Pictures.
- Insert your logo into the template file and resize as needed.
- Save the file to your computer.
- Go to your Arlo platform.
- In the Arlo PDF attachment settings click + Upload.
- Select your saved template file, or drag it into the highlighted area.
- Click Preview.
- Press Save.
- Access and download the current PDF template.
- Add your message to the template.
You can also remove fields if desired. It is recommended you preview your template before uploading any changes to the default fields.
- Save the file to your computer.
- In the Arlo PDF attachment settings click + Upload.
- Select your saved template file, or drag it into the highlighted area.
- Click Preview.
- Press Save.
This feature is not supported for customers with Xero integration enabled. We recommend removing the PayByCreditCardLinkWithImage mergefield from your PDF invoice template.
If you are using the default PDF invoice template e.g. have not made changes to the template before, you will not need to complete this process as the invoice template already contains this information by default.
The following process explains how to add a credit card link to a customized invoice template.
- Access and download the PDF invoice template.
- Add the credit card merge field, { MERGEFIELD PayByCreditCardLinkWithImage}, to your invoice template.
If "WithImage" is removed from the merge field text, the images will not be displayed.
- Save the file to your computer.
- In the Arlo PDF attachment settings click + Upload.
- Select your saved template file, or drag it into the highlighted area.
- Click Preview, and ensure the fields are being displayed. This section should be visible:
- Press Save.
Arlo allows you to include custom course information in your invoices, by adding custom course fields onto the order line items.
Custom fields must be added onto the template next to the order line item 'Description' field. If you add the field somewhere else, it will not work and will stop your invoices from generating correctly.
Merge fields within the PDF invoice template do not support the field type "checkbox list"
Create and/or copy the field's system name
- Open the Settings menu item.
- Select Fields, then select Courses.
- If the field you want to display on the invoices has not already been created, create the custom field then copy the System name.
- If the field you want to display on the invoices has already been created, on the field name, click Edit.
- Copy the System name.
Add the custom field(s) to the PDF invoice template
- Access and download the PDF invoice template.
- Click next to the line item description merge field.
- Copy this { MERGEFIELD Event_Field_fieldsystemname \* MERGEFORMAT }
- Paste it directly next to the order line item's Description merge field.
If you add the field somewhere else, it will not work and will stop your invoices from generating correctly.
- Double click to highlight fieldsystemname.
- Replace fieldsystemname with the system name of your custom field.
- If you wish, add a title for the field name before the merge field.
- Save the file to your computer.
- Upload the new template and Preview the changes.
- Open the Settings menu item.
- Select Orders and invoicing.
- From the Receipts section, in the PDF invoice settings, click PDF attachment settings.
- Click + Upload.
- Select your saved template file, or drag it into the highlighted area.
- Click Preview, and ensure the changes display.
- Press Save.
- Open the Settings menu item.
- Select Orders and invoicing.
- From the Receipts section, in the PDF invoice settings, click PDF attachment settings.
- Select Manage Templates.
- Download, upload new versions, archive, or change the name of the necessary PDF invoice template.
Payment instructions are usually grabbed via mergefields. However,you can also hard-code information by downloading the invoice and editing the section in the screenshot below. You can download/upload your invoice template by going to Settings->Orders and Invoicing->PDF Attachments Settings
If you want to change the payment instructions completely (and you don't want it to grab from your payment settings) you need to remove { MERGEFIELD PaymentInstructions }
Note, this means anything you put into your Payment Methods settings will not automatically sync to future invoices.
If you want to add different information you can type it either before or after { MERGEFIELD PaymentInstructions } as long as it is inside the outer curly bracket it should function fine:
Once you have made these changes you can re-upload the invoice template to your platform.