Summary
Learn how to manage the invoice description library so Invoice Automate automatically applies consistent descriptions to creditor and tenancy invoices.
This article covers:
About invoice description library settings
Invoice Automate can automatically generate and apply invoice descriptions, so you do not need to type descriptions manually for every invoice. By default, a basic description library is created for you, and you can edit or delete any templates you do not require.
You can build descriptions using template fields (for example, {VendorName}) and/or hardcoded text.
Choose how descriptions are applied
Invoice Automate lets you apply description templates in two ways when you select Add in the Invoice Description Library settings:
Creditor Type - Apply a single description format to all invoices for a creditor type (for example, Water, Strata, EFT, Other)
Single Creditor - Create a description format that applies only to one specific creditor (for example, a particular insurer or council)
Tip: Use Creditor Type when you want consistent descriptions across a category (for example, all water invoices). Use Single Creditor when a specific supplier needs a unique format.
Access invoice description library settings
Use these steps to find the Invoice Description Library Settings.
Open Invoice Automate
Select Settings
Select Invoice Description Library Settings
Add a template for a creditor type
Use this option to apply a consistent description format to invoices for a selected creditor type.
In your current dropdown, the available types are Water Rates/Usage and Other Invoice.
Go to: Settings > Invoice Description Library settings
Select Creditor Type
Select Add
Select Creditor Type (if prompted)
In Creditor Types, select one of the following:
Water Rates/Usage
Other Invoice
In Owner Invoice Description, enter the description format you want to use
(Optional) In Tenant Invoice Description, enter a tenant-facing description format if you create tenancy invoices from bills
Select Save
Tip:
Use Water Rates/Usage for water invoices where you want to include date ranges, consumption, or meter-reading details (if available as template fields)
Use Other Invoice as a general template for invoices that are not water-related
Add a template for a single creditor
Use this option when one supplier needs a unique description layout (for example, a specific insurer or council).
Go to: Settings > Invoice Description Library settings
Select Single Creditor
Toggle Define invoice description library for single creditor to ON
Select Add
Search for and select the creditor the template should apply to
Enter the Owner Invoice Description for that creditor
(Optional) Enter the Tenant Invoice Description if required
Select Save
Edit or delete an existing template
After saving, you can update or remove templates at any time.
Go to: Settings > Invoice Description Library settings
Select Creditor Type or Single Creditor
Locate the template you want to change
To edit, select Edit (pencil icon), update the description, then select Save
To delete, select Delete (trash can icon)
In the confirmation pop-up message, select Yes to continue
Note: A description is required for each creditor and tenancy invoice you create. If you delete a template, ensure another suitable description remains available.
Use template fields and plain text in descriptions
You can combine template fields (placeholders) with plain text to create consistent, readable descriptions.