How to Add Custom Labels to Invoices in Sage

Invoicing is more than just listing products and prices,  it’s about delivering a professional, branded, and informative document that meets both internal needs and customer expectations. While Sage Accounting offers robust invoicing capabilities out of the box, sometimes your business requires a little extra customization.

One way to achieve that is by adding custom labels to your invoices.  Whether you need to include a “Project Code,” “Service Date,” “PO Number,” or any other business-specific field, custom labels let you personalize your invoices without relying on external tools or manual workarounds.  In this guide, we’ll walk you through how to add and use custom labels in Sage Accounting, step-by-step, for both the Sage Business Cloud (Online) and Sage 50 Desktop versions.

What Are Custom Labels in Invoices?

Custom labels refer to customized fields and text areas that can be added to invoice templates to display specific business data or instructions. Unlike default fields (like “Invoice Date” or “Customer Name”), custom labels can be tailored to your specific workflow or industry needs.

Examples of Custom Labels:

• PO Number
• Client Reference
• Project or Job Code
• Delivery Instructions
• Technician Name
• Service Address

By using custom labels, you ensure your invoices are not only accurate but also aligned with your operational or contractual requirements.

Why Custom Labels Matter

• Professionalism: Custom labels improve clarity and show attention to detail.
• Customer Requirements: Some clients require certain information (like PO numbers) for processing payments.
• Internal Tracking: Custom fields help track projects, jobs, or teams internally.
• Automation & Reporting: By standardizing data fields, it becomes easier to generate detailed reports.

Adding Custom Labels in Sage Business Cloud Accounting

Sage Business Cloud Accounting offers flexibility in customizing invoice templates. While it’s more limited than desktop software, you can still include custom text fields or notes with tailored labels.

Step 1: Log In and Navigate to Document Settings

1. Log in to your Sage Business Cloud Accounting account at https://www.sage.com.
2. Click on the gear icon (⚙️) in the top right.
3. Go to Document Settings under the “Settings” menu.

Step 2: Customize Your Invoice Template

1. Under Invoices and Documents, locate your invoice template and click Customize or Edit Template.
2. You’ll see several areas you can adjust: Header, Body, Footer, and Notes.

Step 3: Add Custom Labels

You have a couple of options to include custom labels:

Option A: Use Free-Form Text Areas (Like “Notes” or “Footer”)

• Scroll to the Footer or Notes section.
• Add your custom label manually in this section. Example:
• This is static text, so you’ll need to edit it for each invoice manually unless it’s a template.

Step 4: Save and Apply the Template

1. Click Preview to make sure your custom label appears correctly.
2. Click Save and Apply.
3. When issuing invoices, choose this custom layout from the dropdown.

Adding Custom Labels in Sage 50 (Desktop Version)

Sage 50 Accounts (UK/Ireland) or Sage 50cloud (US/Canada) provides more advanced template editing through its Report Designer tool, allowing true custom labels and dynamic fields.

Step 1: Open the Invoice Layout in Report Designer

1. Launch Sage 50 and go to Invoicing.
2. Click Print or Email on an invoice.
3. Select the layout you want to customize.
4. Click Edit to open the Report Designer.

Step 2: Add a Custom Label Field

1. In the Report Designer, your invoice layout is divided into sections: Header, Details, Footer.
2. To add a custom label (e.g., “Project Code”), select the Text Box tool from the toolbar.
3. Click within the area of the layout where you want the label to appear.
4. Enter your label text (e.g., “Project Code:”).

Step 3: Add a Dynamic Data Field (Optional)

If you want to pull in dynamic data (e.g., from a custom field in the customer record or invoice line):

1. Click Add Fields > Invoice Fields (or Customer Fields).
2. Find or define the custom field you want to use.
   • If the field doesn’t exist yet:
     • Go to Settings > Customer Defaults or Product Defaults
     • Use the Custom Fields tab to add new fields like “Project Code” or “PO Number”.
3. Back in Report Designer, place a new data field next to your custom label.
4. Link it to the appropriate custom field you created.

Step 4: Format and Align Your Fields

• Use alignment tools to keep the layout neat.
• Resize fields if needed to accommodate longer text.
• Set font size, style, or color to match your brand.

Step 5: Save and Test the Layout

1. Save the customized layout as a new version (e.g., “Invoice with Project Code”).
2. Exit Report Designer.
3. When sending an invoice, select your new layout from the print/email options.

Adding custom labels to invoices in Sage is an effective way to tailor your documentation to your business processes. Whether you need to include a PO Number, Project Code, or Service Instructions, both Sage Online and Sage 50 provide the tools to help you build professional, informative invoices.

In Sage Business Cloud, you can simulate custom labels through free-form text fields.  In Sage 50, use the Report Designer to create true custom labels and fields, allowing for greater automation and dynamic data entry.  Always preview your changes, train your team on consistent use, and save customized templates for future use.  With the right setup, custom labels can turn a generic invoice into a powerful business communication tool that meets your exact needs.