How to Set Up Request For Claim Forms

Overview

Set up the layout of your requests for claim, as well as the email template that automatically appears every time you email them to customers.

To learn how to create a request for claim, see How to Create a Request for Claim.

For greater customisation options consider using Form Builder Templates. Learn more in How to Use Form Builder Templates.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Email / Form Setup

Select from the following options to adjust the General layout of your request for claim forms:

Show Overview Description Title

Select On to display the title Description above the invoice comment.

Select Off to hide the title.
Fee / Discount in Description Form Total

Select On to display any fees or discounts applied to the claim in the total of a Description request for claim form.

Please note the form total only displays discounts or fees applied in the Discount / Fee line of the overall cost centre. Any adjustments made by editing the Sub Total or Total lines are not shown on your customer requests for claim.

Learn more in Adjust sub total or total.
AU only: Show STCs / VEECs

Select On to display the value of any STCs / VEECs you are claiming on the customer's behalf, if applicable.

Learn more in How to Set Up STCs - AU Only.
Assets From Job Page (PDF)

Select On to display a list of customer assets assigned to the job that has been claimed directly below the cost centre summaries on the request for claim.

Select Always Show On New Page to display the list on a new page in the form.
Show Asset Test Results If you have selected On or Always Show On New Page under Assets from Job Page, select On to display asset test results (Pass / Not Tested / Fail) and failure points in the asset table.
Form Total Shows

Select System Default to display claim request totals including or excluding tax according to the settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Learn more in Set up invoicing defaults.

Select Inc. Tax to display the request total including tax.

Select Ex. Tax to display the request sub-total excluding tax.

When you have finished adjusting settings, click Save.

A screenshot of the options for attaching Terms and Conditions to invoice forms.

Click Browse / Choose File to upload a PDF of terms and conditions to attach to the end of the form. Please note compressed PDFs do not upload.

You can then select to append the PDF to the form automatically when Printing and / or Emailing the form. Select Attaching to append the PDF to the form automatically when you click Attach in the Forms tab when printing or emailing the form.

When you have finished adjusting settings, click Save.

Select from the following Claims options to adjust how the values being claimed display on a request for claim form:

Show Contract Table Summary for Claims

Select On to display a table directly below the cost centre summaries that outlines the sale value of the related job, what is being claimed on the current request for claim, and what has been claimed to date.

Select Always Show On New Page to display the table on a new page.
Claim Summary Shows

Select Inc. Tax or Ex. Tax as required to display nett or gross values in the contract summary table.

Alternatively, select System Default to include or exclude tax according to the settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Learn more in Set up invoicing defaults.

Remember that the contract summary table does not display a tax breakdown, so you may wish to apply the same tax settings used in General > Form Total Shows to keep your progress claim values consistent.
Claim / Variation Summary Lists

To set up how cost centres display in the contract table summary, select:

  • All Cost Centres to display all claimed and unclaimed cost centres on the job.
  • Only Cost Centres Claimed On Current Invoice to display only the cost centres claimed on the current request for claim.
Claim / Variation Summary Lists Group By Section

To set up how claim and variation contract table summaries are broken down in requests for claim, select On under Claim Summary Lists Group By Section and / or Variation Summary Lists Group By Section to display the associated job's sections in individual table rows.

Select Off to display separate additional rows for each cost centre.
Claim Breakdown Table Select On to display a table of current and previous claims.
Progress Claim Shows

When generating a request for claim you may not be claiming against every cost centre on a job. Select:

  • All Cost Centres to display all claimed and unclaimed cost centres on the job.
  • Only Cost Centres Claimed On Current Invoice to display only the cost centres claimed on the current request.
  • Only Cost Centres Claimed To Date to display all cost centres on the job claimed on the current request and previous progress claims.

When you have finished adjusting settings, click Save.

US only: If you use Simpro Premium in the United States, the terms 'progress invoice', 'deposit invoice' and 'final invoice' are used instead of 'progress claim', 'deposit claim', and 'final claim'.

A screenshot of the section names above each cost centre on a request for claim.

Under Show Section Names, select On - Repeat to display section names above each individual cost centre on the request for claim.

A screenshot of the section names above each cost centre on a request for claim.

Select On - Once to display the section name once above the group of included cost centres.

A screenshot of the section name displayed once above a group of included cost centres.

Select Off to display the cost centre list without the section name.

Select from the following options to adjust how the Cost Centres being claimed display on a request for claim form:

Show Cost Centre Names

Select On to display your Simpro Premium cost centre names in the cost centre list of a request for claim. If you have renamed cost centres in the job you are claiming, these new names appear. If not, the default cost centre names defined in System Setup appear.

Select Off to hide the cost centre names.
Show Cost Centre No

Select On to display your Simpro Premium cost centre numbers in the cost centre list of a request for claim.

Select Off to hide the cost centre numbers.
Show Order No

Select On to display your Simpro Premium cost centre order numbers in the cost centre list of a request for claim.

Select Off to hide the cost centre order numbers.

Please note this does not affect your ability to show the job order number in the grey area.
Show Cost Centre Totals

Select On to display your Simpro Premium cost centre totals in the cost centre list of a request for claim.

Select Off to hide the cost centre totals.

The form still displays the request for claim total based on your Form Total settings in Display Options > General.
Show Cost Centre Description

Select On to display the individual cost centre descriptions in the cost centre list of a request for claim.

Select Off to hide the individual cost centre descriptions.

You can still add the job overview description, or manually enter text, or insert scripts in the invoice comment if you select Off.
Show Tax Column Select On or Off to display or hide the tax rate from the line item display in the Itemised with Prices request for claim form.
Cost Centre Totals

Select System Default to display cost centre totals including or excluding tax according to the settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Learn more in Set up invoicing defaults.

Select Show Tax Breakdown to display a cost centre sub-total excluding tax, a separate line displaying the tax amount, and an additional line displaying the tax inclusive total.

Select Inc Tax Only to display the cost centre total including tax with a separate line displaying the tax included.

Select Ex Tax Only to display the cost centre sub-total excluding tax.
Show Discount Column

Select On to display line item prices and cost centre totals including discounts and fees.

Select Off to display line item prices before the discount or fee is applied, with the cost centre total displaying an additional line for the total discount or fee amount.

When you have finished adjusting settings, click Save.

Select from the following options to adjust how the Materials / Labour being claimed display on a request for claim form:

Show Total Materials / Labour

Select Per Cost Centre to separate service fee, labour, and material values in every cost centre sub-total. You can also select the Combine Service Fee & Labour check box to show service fee and labour values as a combined Labour total.

Select In Totals to only separate service fee, labour, and material values in the request for claim total. You can again select the Combine Service Fee & Labour check box if required.

Select Off to hide the separate values from the sub-totals and total on the form.
Show Part Numbers

Select On to display material and pre-build part numbers in an itemised cost centre list on request for claim forms.

Select Off to hide material and pre-build part numbers.
Show Labour Qty (Hrs)

Select On to display the number of hours against each labour rate in an itemised cost centre list on request for claim forms.

Select Off to hide the number of hours.
Group Material Items

Select On to display all materials as a single line item in an itemised cost centre list on request for claim forms.

Select Off to display materials individually.
Group Labour Items

Select On to display all labour rates and service fees as a single line item in an itemised cost centre list on request for claim forms.

Select Off to display labour rates and service fees individually.
Show 0 Hour Labour Items

Select On to display labour rates that are included in cost centres but have zero hours applied.

Select Off to hide these labour rates from invoice forms.

When you have finished adjusting settings, click Save.

Enter the title you wish to appear above the grey area on request for claim forms.

You may wish to use the default title, 'REQUEST FOR CLAIM'.

A screenshot of the request for claim PDF form with the 'request for claim' title.

Select from the following options to adjust the header information in a request for claim form:

Show Primary Contact

Select On to address requests for claim to both the customer and the primary customer contact as defined in their card file.

Select Off to address requests with the customer name only.
Boxed Fields

Select the fields you wish to display above the invoice form title in their own boxes:

  • Date Issued displays the date the request for claim was created.
  • Amount displays the total claim request value.
Grey Area Height

Enter the height of the grey area containing the header fields in the top right of the form.

To display the header fields on a white background, enter '0' mm.
Fields Assigned

Select the fields you wish to display below the form title from the Fields Assigned drop-down list, then click Add Fields.

You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the A delete icon with a red circle and a white minus symbol. icon.

When you have finished adjusting settings, click Save.

A screenshot of a footnote on a PDF request for claim form.

Select from the following options to adjust the footnote on requests for claim:

Footnote Font Size Enter the font size of the footnote text.
Display Footnote

Select Within Totals to display the request for claim footnote to the left of the invoice form totals.

Select Above Totals to display the request for claim footnote above the invoice form totals.
Footnote Enter and format the footnote text to appear at the bottom of the form.

When you have finished adjusting settings, click Save.

A screenshot of the claim statement on a PDF request for claim form.

To create or adjust a claim statement to display at the bottom of your claim requests:

  1. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Request for Claim > Claim Statement.
  2. Enter the Statement Section Height in mm to fit your payment claim statement.
  3. Under Statement Separator, select:
    • On to display a dotted line above the payment claim statement section.
    • Off to hide the dotted line.
  4. Adjust the Payment Claim Statement text to appear at the bottom of the form as required.
  5. Click Save.

Be sure to Test how your settings apply as you go.

  1. Access the request for claim. Learn more in How to Create a Request for Claim.
  2. Click the Forms tab.
  3. Select the request for claim form template from the Form drop-down list, then click View. The form opens in a new tab.
  4. Return to the Simpro Premium tab and go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Request For Claim > Display Options / Claim Statement.
  5. When you update your form settings and save a change, return to the new tab and refresh the page to view how the updated settings have changed the layout of your request for claim forms.

To set up the email template to appear when you email a request for claim to a customer:

  1. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Request for Claim > Email.
  2. Under Use Default Settings:
    • Clear the check box to Customise request for claim email settings.
    • Select the check box to use settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > General > Email Setup, including Request Read Receipt, Send CC of Email to Current User, From Name, From Address and CC to (email addresses separated by commas). Learn more in Email Setup sub-tab.
  3. Under Email Template, adjust the default email Subject and Body to appear every time you send the form:
    • Adjust text in the email Body using the formatting options, for example, bold, italics, or underline, at the top of the text box.
    • Use the [projectType] field in Subject, so that if the Show as Estimate option is selected, the email subject updates to Estimate. Also, any reference to Quote in the form template is replaced with Estimate.
    • Under Include Form with Email, select On to include forms in emails by default. If your business more commonly sends emails without forms attached, select Off.
  4. To insert information from Simpro Premium into the email template so that it is automatically retrieved from the system when you email the form, click to include the information in the Subject or Body, then click the field of information in the Insert Field list.
    • For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Company.
  5. When you have finished adjusting the email template and settings, click Save.

Note that some details, such as site fields and work order number are specific to work orders and shall not populate in the body of email sent from the Work Order invoice.

If you have entered text in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Email Set up > Email Template > Body, it is automatically added to the body text in this email template when you email a form.

When you clear the Use Default Settings check box, you can customise your request for claim email settings with the following options:

Request Read Receipt Select On to automatically request that the email recipient confirm their receipt of your email.
Send CC of Email to Current User

Select On to CC the logged-in Simpro Premium user sending the email.

This sends the email to the primary email address entered in the user’s employee card file. The secondary email address is not used.
From Name

Enter the sender name to appear to the recipient of the email when sent from any Simpro Premium user.

If left blank, the email uses the logged-in Simpro Premium user’s name as it appears in their employee card file.
From Address

Enter the sender’s email address to display to the recipient of the email when sent from any Simpro Premium user. The email address used in this field is that which the recipient can reply to.

If left blank, the email sends from the logged-in Simpro Premium user’s primary email address located in their employee card file.
CC to (email addresses separated by commas)

Enter the email addresses, separated by commas, that you wish to receive all forms of this type emailed from Simpro Premium.

This is the default CC. You can also select additional CC in a job in the Forms tab.

When you have finished adjusting settings, click Save.

A screenshot of the Forms tab in a request for claim with a drop-down list of form templates to select.

To assign the request for claim form templates you with to appear when you generate and / or email a request for claim:

  1. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Request For Claim > Forms.
  2. Select the form templates you wish to assign from the Forms Assigned drop-down list, then click Add Form.
  3. You can then reorder the assigned templates under Manage Forms using the grey drag handles.
    • This changes the order in which the form templates appear when selecting from the Form drop-down list when generating / emailing a request for claim form, with the top form being the default option. You can remove a template option by clicking the A delete icon with a red circle and a white minus symbol. icon.
  4. Adjust the Form Name of the template as required.
  5. Select Email Logging to generate a note in the activity timeline and customer card file whenever the template has been used to email their request for claim from Simpro Premium. Learn more in Create customer notes.
  6. Click Save.