Use this reference information to set up the merge fields Merge fields are a special feature of Microsoft Word, which act as placeholders for data that will be imported into a document from an external data source. For example, the WorkflowMax sample invoice template contains the <<ClientBillingAddress>> merge field. When you use the template to print an invoice, the <<ClientBillingAddress>> merge field is replaced by the client's billing address that is stored in the invoice you're printing. you require when you create a custom print template. For details, see About building a custom print template.
In the tables below, the 'X' indicates which template (QUote, Job Brief, Purchase Order, Invoice Statement or INvoice) each merge field can be used in.
Do NOT delete the mandatory TableStart and TableEnd merge fields in any of the templates. These fields are used to control the way that WorkflowMax loads data into the template from the database.
Custom fields You can use custom fields to extend the range of standard data fields in the WorkflowMax database. These custom fields can then be used in custom reports - ensuring that you get maximum value from your reports. Custom fields can be added to any of the following data tables: Clients, Contacts, Jobs, Job Costs, Tasks, Leads, Suppliers and Time Sheets. can be used in custom print templates, but the number of merge fields is limited. For details see Custom fields at the end of this article.
- Information about current user
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Name
From Business > Settings > Staff > (current user) Name.
X X X X X Email
From Portal The WorkflowMax Portal allows you to manage your Xero account profile and to connect to other WorkflowMax accounts. To open the Portal, click your company name (top-left of the WorkflowMax menu bar). > Edit Profile > Email / Login.
X X X X X Phone
From Business > Settings > Staff > (current user) Phone.
X X X X X Mobile
From Business > Settings > Staff > (current user) Mobile.
X X X X X
- Information from template and system
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice TITLE
Document title based on the template selected:
- Tax Invoice (Invoice template)
- Invoice Statement
- Job Brief
- Purchase Order
- Quote or Estimate (Quote template).
Alternatively, to customise the TITLE that appears on custom print templates, delete the <<TITLE>> merge field and replace it with the required plain text. For example, in a Job Brief, delete the <<TITLE>> and replace it with the text JOB SHEET.
X X X X X Today
Today's date.
X X X X X
- Information from Organisation Settings
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice PreferenceInformation
From Business > Settings > Organisation Settings > (Account) Information.
Can be used to display information about your business including: business name, address, phone numbers, email address, website address, Skype address, sales tax number, business number.
X X X X X PreferenceTaskHeading
From Business > Settings > Organisation Settings > (Account) Task heading.
Allows you to change the displayed name of the Task table in the custom print template from Tasks to Activities, Labour or some other suitable heading.
X X X X X PreferenceFolderHeading
From Business > Settings > Organisation Settings > (Account) Folder heading.
Allows you to change the displayed name of the Folder table in the custom print template from Folders to Phases, Sections or some other suitable heading.
X PreferenceCostHeading
From Business > Settings > Organisation Settings > (Account) Cost heading.
Allows you to change the displayed name of the Cost table in the custom print template from Costs to Materials, Disbursements or some other suitable heading.
X X X X X PreferenceOptionHeading
From Business > Settings > Organisation Settings > (Account) Option heading.
Allows you to change the displayed name of the Option table (when present) in the custom print template from Options to Optional Features or some other suitable heading.
X PreferenceTaxName
From Business > Settings > Organisation Settings > (Financial) Tax 1 Name.
Allows you to display the name of the applicable sales tax such as GST, VAT.
X X X X X PreferenceTerms
From Business > Settings > Organisation Settings > (Invoice) Footer OR (Purchase Order) Footer OR (Quote/Estimate) Quote Footer OR Estimate Footer.
The footer text displayed by the <<PreferenceTerms>> merge field will depend on the custom print template selected: Quote/Estimate, Invoice or Purchase Order.
X X X X PaymentAdviceHeading
From Business > Settings > Organisation Settings > (Payment Advice) Heading.
Example heading: Please make payment by the due date as per the instructions below.
X X X X X PaymentAdviceText
From Business > Settings > Organisation Settings > (Payment Advice) Details. Example payment advice:
Please make payment by Internet Banking to:
XXXX Bank Account Number XXXX-XXXX-XXXXXXXX-XX
IBAN XXX SWIFT CODE XXXXXOr post your remittance to:
XXX Corporation
Private Bag XXX
XXXX
XXXX 2626JH3X X X X X
- Client
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice ClientName From Clients > (Select a Client) > Options > Edit > Name.
Inserts Job client name OR Billing Client Name (if a Billing Client has been selected).
X X X X ClientPhone From Clients > (Select a Client) > Options > Edit > Contact Details > Phone. X X X X ClientFax From Clients > (Select a Client) > Options > Edit > Contact Details > Fax. X X X X ClientAddress From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address (address box).
Inserts the client's physical address information.
X X X X ClientCity From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Town / City.
Inserts the city from the client's physical address information.
X X X X ClientRegion From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > State / Region.
Inserts the region from the client's physical address information.
X X X X ClientPostCode From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Postal / Zip Code.
Inserts the post code from the client's physical address information.
X X X X ClientCountry From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Country
Inserts the country from the client's physical address information.
X X X X ClientAddressText
Combines the physical address merge fields: ClientAddress, ClientCity, ClientRegion, ClientPostCode and ClientCountry.
X X X X ClientPostalAddress From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address (address box). X X X X ClientPostalCity From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Town / City. X X X X ClientPostalRegion From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > State / Region. X X X X ClientPostalPostCode From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Postal / Zip Code. X X X X ClientPostalCountry From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Country. X X X X ClientPostalAddressText
Combines the postal address merge fields: ClientPostalAddress, ClientPostalCity, ClientPostalRegion, ClientPostalPostCode and ClientPostalCountry.
X X X X ClientBillingAddress X X X X ClientAccountManagerName X X X X ClientAccountManagerEmail X X X X ClientAccountManagerPhone X X X X ClientAccountManagerMobile X X X X
- Contact
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice ContactName X X X ContactPhone X X X ContactMobile X X X ContactPosition X X X ContactEmail X X X ContactSalutation X X X ContactAddressee X X X ContactSalutationOrName
This field will substitute the contact name where a salutation doesn't exist.
X X X ContactAddresseeOrName
This field will substitute the contact name where an addressee doesn't exist.
X X X
- Folder
The Folder merge table is available only for quotes and invoices. It can contain two child tables: Tasks and Costs.
Any tasks or costs that are assigned to a folder will be listed in the Folder table, if the Cost/Task merge table is included in that Folder table as another merge field.
When the Folder table is used, the TableStart:Folder and TableEnd:Folder merge fields must be within the same section or table.
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice FolderName X X FolderDescription X X FolderAmount The total value of all task and cost items in the folder, excluding tax. Use the Amount merge field to display the value of each task and cost item. X X FolderAmountTax Tax payable on FolderAmount.
X X FolderAmountTotal FolderAmount + FolderAmountTax
X X FolderQuotedAmount The total quoted value of all task and cost items in the folder, excluding tax
X FolderQuotedAmountTax Tax payable on the FolderQuotedAmount
X FolderQuotedAmountTotal FolderQuotedAmount + FolderQuotedAmountTax
X FolderPrevAmount The total previously invoiced value of all task and cost items in the folder, excluding tax
X FolderPrevAmountTax Tax payable on FolderPrevAmount
X FolderPrevAmountTotal FolderPrevAmount + FolderPrevAmountTax
X FolderTotalClaimedAmount FolderAmount + FolderPrevAmount
X FolderTotalClaimedAmountTax Tax payable on FolderTotalClaimedAmount
X FolderTotalClaimedAmountTotal FolderTotalClaimedAmount + FolderTotalClaimedAmountTax
X FolderTotalUnclaimedAmount FolderQuotedAmount - FolderTotalClaimedAmount
X FolderTotalUnclaimedAmountTax Tax on FolderTotalUnclaimedAmount
X FolderTotalUnclaimedAmountTotal FolderTotalUnclaimedAmount + FolderTotalUnclaimedAmountTax
X PreferenceTaskHeading From Business > Settings > Organisation Settings > Task heading.
Allows you to change the displayed name of the Task table in the custom print template from Tasks to Activities, Labour or some other suitable heading.
X X X X X PreferenceCostHeading From Business > Settings > Organisation Settings > Cost heading.
Allows you to change the displayed name of the Cost table in the custom print template from Costs to Materials, Disbursements or some other suitable heading.
X X X X X PreferenceFolderHeading From Business > Settings > Organisation Settings > Folder heading.
Allows you to change the displayed name of the Folder table in the custom print template from Folders to Phases, Sections or some other suitable heading.
X X
- Supplier
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice SupplierName X SupplierPhone X SupplierFax X SupplierAddress X SupplierCity X SupplierRegion X SupplierPostCode X SupplierCountry X SupplierAddressText
The Address, City, Region, Post Code and Country fields formatted as per standard formatting.
X SupplierPostalAddress X SupplierPostalCity X SupplierPostalRegion X SupplierPostalPostCode X SupplierPostalCountry X SupplierPostalAddressText
The Postal Address, Postal City, Postal Region, Postal Post Code and Postal Country fields formatted as per standard formatting.
X SupplierBillingAddress X
- Quote
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice QuoteType X QuoteDate X QuoteValidDate X QuoteNumber X X
QuoteJobNumber X QuoteName X QuoteDescription X QuoteOptionExplanation X QuoteTaxRate X QuoteSubTotal X QuoteTaxTotal X QuoteTax1Total (for US clients) X QuoteTax2Total (for US clients) X QuoteTaskSubTotal X QuoteCostSubTotal X QuoteTotal X OptionSubTotal X OptionSubTotalIncludingTax X
- Task Table
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Description Comprises task name + task label. X X X Name X X X Label X X X Note Task "Description" field. X X X Time X X TimeHourMinute 2:45 for example. X X TimeDecimal 2.75 for example. X X Rate X X Amount The value of each task item, excluding tax X X AmountTax Tax payable on Amount X X AmountTotal Amount + AmountTax X X Days X X X DailyRate The DailyRate for the task is calculated as the billable rate multiplied by 8 hours. X X FolderName X TaxRate1 X TaxRate2 X EstimatedTime X ActualTime X RemainingTime X StartDate X DueDate X Staff X Completed X DateCompleted X CompletedBy X Quoted amount QuotedAmount Total quoted amount for tasks X QuotedAmountTax X QuotedAmountTotal X Previously invoiced amount PrevAmount
Total previously invoiced amount for tasks X PrevAmountTax
X PrevAmountTotal X Total claimed amount TotalClaimedAmount Total Amount + PrevAmount X TotalClaimedAmountTax X TotalClaimedAmountTotal X Total unclaimed amount TotalUnclaimedAmount Total QuotedAmount - TotalClaimedAmount X TotalUnclaimedAmountTax X TotalUnclaimedAmountTotal X
- Cost Table
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Description X X X X Code X X X X Note X X X X Quantity X X X X Rate The Rate is the unit price for the cost item X X X Amount The value of each cost item, excluding tax X X X X AmountTax Tax payable on Amount X X X AmountTotal Amount + AmountTax X X X FolderName X TaxRate1 X TaxRate2 X Date X Folder X UnitCost X UnitPrice X Cost X Supplier X X Quoted amount QuotedAmount Total quoted amount for costs X QuotedAmountTax X QuotedAmountTotal X Previously invoiced amount PrevAmount
Total previously invoiced amount for costs X PrevAmountTax
X PrevAmountTotal X Total claimed amount TotalClaimedAmount Total Amount + PrevAmount X TotalClaimedAmountTax X TotalClaimedAmountTotal X Total unclaimed amount TotalUnclaimedAmount Total QuotedAmount - TotalClaimedAmount X TotalUnclaimedAmountTax X TotalUnclaimedAmountTotal X
- Option Table
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Description X Code X Note X Quantity X Rate X Amount X AmountTax X AmountTotal X Supplier X
- Purchase Order
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice OrderDate X OrderNumber X OrderDescription X OrderDeliveryAddress Merge field name DeliveryAddress also works here. X OrderTaxRate X OrderSubTotal X OrderTaxTotal X OrderTotal X
- Job
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice JobNumber This merge field can be used in single job purchase orders only, not bulk purchase orders. X X JobName This merge field can be used in single job purchase orders only, not bulk purchase orders. X X JobDate X JobFolder X JobDescription X JobClientOrderNumber X JobPriority X JobStaff X JobManager X JobStartDate X JobDueDate X JobBudget X JobState X JobCategory X Manager X
- Invoice
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Date Merge field name InvoiceDate also works here. X DueDate Merge field name InvoiceDueDate also works here. X Number Merge field name InvoiceNumber also works here. X Description Merge field InvoiceDescription also works here. X Type X TaxRate X SubTotal X TaxTotal Merge field InvoiceTaxTotal also works here. X Tax1Total X Tax2Total X CostTaxSubTotal TaskTaxSubTotal Total Merge field InvoiceTotal also works here. X AmountPaid X AmountDue Merge field name InvoiceAmountDue also works here. X CostSubTotal X TaskSubTotal X TaskTotalTime X TaskTotalTimeHourMinute X TaskTotalTimeDecimal X OrderNumber X JobNumber X JobName X Manager X Fee6Month This merge field is no longer supported. Fee12Month This merge field is no longer supported. TaskTotalTime X TaskTotalTimeHourMinute X TaskTotalTimeDecimal X Quoted amount QuotedCostSubTotal X QuotedTaskSubTotal X QuotedCostTaxSubTotal X QuotedTaskTaxSubTotal X QuotedSubTotal X QuotedTaxTotal X QuotedTotal X Previously invoiced amount PrevCostSubTotal Total previously invoiced amount for the job X PrevTaskSubTotal X PrevCostTaxSubTotal X PrevTaskTaxSubTotal X PrevSubTotal X PrevTaxTotal X PrevTotal X Total claimed amount TotalClaimedCostSubTotal Total of current invoice amount and all previously invoiced amounts X TotalClaimedTaskSubTotal X TotalClaimedCostTaxSubTotal X TotalClaimedTaskTaxSubTotal X TotalClaimedSubTotal X TotalClaimedTaxTotal X TotalClaimedTotal X Total unclaimed amount TotalUnclaimedCostSubTotal Quoted amount - total claimed amount X TotalUnclaimedTaskSubTotal X TotalUnclaimedCostTaxSubTotal X TotalUnclaimedTaskTaxSubTotal X TotalUnclaimedSubTotal X TotalUnclaimedTaxTotal X TotalUnclaimedTotal X
- Job Table (invoice only)
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Name X Description X Number X ClientOrderNumber X SubTotal X TaskSubTotal X TaskTotalTime X TaskTotalTimeHourMinute X TaskTotalTimeDecimal X CostSubTotal X QuoteNumber X Manager X
- Time Table (invoice only)
Timesheet display mode Merge Field Name Further details All Task / Staff Task / Date / Staff Date X X X Staff X X X Description
Task name + Label.
X X X Name Task Name. X X X Label Task Label. X X X Note Time sheet note. X X X Time X X X TimeHourMinute 2:45 for example. X X X TimeDecimal 2.75 for example. X X X Rate X X X Amount X X X
- Milestone Table
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Date X Name X Folder X Completed X DateCompleted X CompletedBy X
- Note Table
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Date X Title X Note X Folder X CreatedBy X
- Task To-do Table
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Name X Completed X Date Completed X CompletedBy X
- Statement
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice StatementSubTotal X StatementTaxTotal X StatementTotal X StatementAmountPaid X StatementAmountDue X StatementDate X
- Invoice Table (statements only)
Template Merge Field Name Further details QUQuote JBJob Brief POPurchase Order ISInvoice Statement INInvoice Date X Number X Description X SubTotal X TaxTotal X Total X AmountPaid X AmountDue X JobName X JobSummary X JobOrderNumber X DueDate X
- Tax Table (tax letters and tax return cover pages only)
Tax Table (tax letters and tax return cover pages only) Further details Tax Return Cover Page Provisional Tax Letter Terminal Tax Letter AgentName X X X AgentAddress X X X AgentPhone X X X AgentFax X X X ReturnPeriodFrom X ReturnPeriodTo X ReturnTaxYear X ReturnTaxType X PaymentDateApproved X X PaymentAddresee X X PaymentSalutation X X PaymentInstallment X X PaymentTaxYear X X PaymentDate X X The cover page and tax letter templates support all the client and job merge fields in addition to the above merge fields.
- Custom Fields
The following table shows which Custom fields You can use custom fields to extend the range of standard data fields in the WorkflowMax database. These custom fields can then be used in custom reports - ensuring that you get maximum value from your reports. Custom fields can be added to any of the following data tables: Clients, Contacts, Jobs, Job Costs, Tasks, Leads, Suppliers and Time Sheets. can be used to create merge fields in specific print templates.
<fieldname> is the name of the custom field. For example, a job custom field called Product Type would have a merge field text of JobCustom Product Type. The JobCustom merge field can be used only in the Job Brief template.
The <fieldname> must match the custom field definition exactly. If the custom field Name is Product Type (with a space a capital letters), then ProductType (without the space) or Product type (with lowercase "t") will not work. To avoid problems, copy/paste the field Name from the Business >Settings > Custom Fields > Custom Fields tab.
Template Data Table Merge Field Text QUQuote TL JBJob Brief POPurchase Order ISInvoice Statement INInvoice Job JobCustom <fieldname> X Job Task Custom <fieldname> X Job Cost Custom <fieldname> X Client ClientCustom <fieldname> X X X X X Contact ContactCustom <fieldname> X X X Supplier SupplierCustom <fieldname> X