Many companies like to add their general terms and conditions to their invoices and quotations. In Teamleader Focus you can do this automatically, so that you don’t have to keep adding them manually. This can be done in two ways:

1. Add standard general terms and conditions
2. Add various terms and conditions

1. Add standard general terms and conditions  

Do you always apply the same general terms and conditions to all of your invoices and quotations? Then it’s simple. Teamleader Focus can automatically add your terms and conditions to your documents without you having to do anything extra. All you need to do is upload your terms and conditions. This is how you do it:

Navigate to Settings. You will see a box named ‘Company information’, where you can edit your company via the three dots next to it. If you are editing your company you will get a little ‘wizard’ to help you complete the information. You will also have the option to upload your general terms and conditions here.

If this has not happened yet, you will see that there is a warning triangle beside the option, as shown above. Then you know how far you are in processing your company details.

Click ‘Edit’ and a new screen will appear where you can upload a file. Click ‘Upload’ and some more options will appear. Then you can choose which type of condition you add:

  • Default general conditions (applied to both quotations and invoices)
  • General conditions exclusively for quotations
  • General conditions exclusively for orders
  • Certificate 6% VAT (see further)

Be sure to select the right language for your terms and conditions. If you make out an invoice for a non-English- speaking customer, the terms and conditions will immediately be sent in his language (if available).

Click ‘Choose File’ to select the file on your computer and then click ‘Save’. And there you are: your terms and conditions are in Teamleader Focus! From now on they will be added to every invoice you send.

NB: Do you want to add them to your quotations too? Then click ‘Deals and Quotations’, at the top in ‘Settings’, and select the option ‘Show defaults terms and conditions on quotations’.

2. Add different terms and conditions

If, however, you have different terms and conditions for different services in your company, it is better to use a different method for adding these. The best way is to create several versions of your layout in your house style in Word. Add each set of terms and conditions to a different version of the layout and upload the various versions again to Teamleader Focus. Then, when you create your invoice, you can choose which layout and consequently which terms and conditions you want to use.

6% VAT certificate (only in Belgium)

Many companies, mainly in the construction sector, make use of the 6% VAT rate, for example for the renovation or conversion of houses that are more than 10 years old. In such cases you can send a specific 6% VAT certificate with your invoice.

You can also upload this with your general terms and conditions. You just indicate that this certificate is involved. Then, when you make out an invoice on which you charge VAT at 6% on one or more articles, the certificate will be added automatically.

! As of 30/06/2022, the rules for the 6% VAT certificate will change. A note needs to be added to the invoice itself instead of a separate certificate. In this case, we suggest to make a custom shortcode in an additional layout variation, and use this variation for invoices with 6% VAT.

PDF Format

Your PDF needs to have a certain format (595 x 842). If you receive the following error message "Your PDF file has a wrong format. Only A4 (595 x 842) is allowed. Your PDF file has the format X x X.", you can use the following website to resize your PDF file: