Customising Your Invoice PDFs: Line Amounts, Headings, and Claims History

Article Contents

1. Overview
2. PDF Line Amounts
3. PDF Headings
4. PDF Claims History
5. Non-Work Schedule Line Items
6. Putting It All Together

Overview

When creating or modifying invoices in Hiro, you have several options to control how project details and amounts are displayed on the PDF. The PDF Line Amounts, PDF Headings, and PDF Claims History settings work together to give you flexibility in presenting the right level of detail to your clients, while keeping full project visibility within Hiro.

Invoices in Hiro are generated from the project’s work schedule, which is structured in three levels: phase > task > subtask. Each subtask represents a line item on the invoice. If you're unfamiliar with work schedules, click here for more information.

This article explains how these three settings—PDF Line Amounts, Headings, and Claims History—interact and how to adjust them to suit your needs.

PDF Line Amounts

The PDF Line Amounts setting controls how currency amounts are displayed on the invoice PDF. This applies to both work schedule items (phases, tasks, and subtasks) and non-work schedule line items (such as disbursements or Enquiries & Tenders).

The four options in this dropdown are:

• Display all line amounts (default option)
  Shows the amounts for each subtask and any non-work schedule line items.

• Group amounts per task
  Consolidates amounts from all subtasks under their respective tasks. Only the amounts are grouped under the task heading—subtask descriptions, including any customisations made by the user, remain visible beneath each task heading.

• Group amounts per phase
  Consolidates amounts from all tasks and subtasks under their respective phase. Only the amounts are grouped—task and subtask descriptions, including customisations, remain visible beneath the phase heading.

• Hide all line amounts, show only invoice total
  Hides all currency amounts for subtasks and any non-work schedule line items, showing only the descriptions of each line item. Phase or task headings will only be shown if the PDF Headings setting is enabled (using either of the two options that show headings). Otherwise, no headings are shown, and only the line descriptions are displayed.

These options give you flexibility in the financial detail shared with clients, while maintaining full internal details in Hiro.

PDF Headings

The PDF Headings setting controls how the work schedule structure is displayed on the invoice. This setting affects whether the identification numbers for phases, tasks, and subtasks are shown.

The three options for PDF Headings are:

• Add entire work schedule history AND numbers
  Displays all phase, task, and subtask descriptions with their corresponding numbers (e.g., Phase 1, Task 1, Subtask 1.1), and amounts.

• Add work schedule headings, but no numbers
  Displays phases and tasks with headings but omits the identification numbers.

• No phase/task headings, or subtask numbers
  Completely hides the project structure, showing only the invoice content with subtasks, disbursements, etc.

Interaction with PDF Line Amounts

If you select one of the group amounts options (group by task or group by phase), only the first two PDF Headings options are available. This ensures that the project structure (phases or tasks) is visible to support the grouping of amounts.

PDF Claims History

The PDF Claims History setting allows you to display the history of previously claimed amounts for each subtask on the invoice. This is useful for tracking progress on invoiced work.

Interaction with PDF Line Amounts

• If you select Hide all line amounts, show only invoice total, the PDF Claims History option is disabled since no amounts are displayed.

• If you choose a group amounts option (e.g., group by task), the claims history will follow the grouping. For example, if grouping by task, the claims history will show claims grouped by task rather than by subtask.

Non-Work Schedule Line Items

Non-work schedule line items, such as disbursements or Enquiries & Tenders, may also appear on the invoice. When the Hide all line amounts option is selected, the amounts for these items are also hidden from the PDF, but the descriptions remain visible.

Putting It All Together

The PDF Line Amounts, PDF Headings, and PDF Claims History settings enable you to customise how much detail appears on your invoice PDFs. By combining these options, you can decide whether to present a detailed breakdown or only a total amount to your clients while preserving internal project visibility in Hiro.