Saved items let you reuse line items and customer notes you enter often, so you do not retype the same description, price or terms on every invoice and quote. Follow the steps below to save an item, use it on a new document, and delete items you no longer need.
Before you begin
You will need:
- Permission to manage invoices and quotes. Without it, you can use saved items but not save or delete them.
- An invoice, quote or template open for editing.
Saved items are shared across your organization. Anyone on your team who creates invoices or quotes can use them.
Step 1: Save a line item
- In the Line items section, click Add line item, or click an existing line to edit it.
- Enter the Description and Unit price. If the item is taxable, tick Add tax and enter the GST/HST (%) and PST/QST (%) rates.
- Tick Save for future invoices.
- Click Add (or Update for an existing line).
The description becomes the saved item's name. The item saves right away, even if you later cancel the invoice or quote. A saved line item keeps the description, unit price and tax settings. It does not keep the quantity.
Note. If a saved item with the same name already exists, ATB Invoicing shows "A saved item called … already exists — saving will replace it." Names are matched without regard to capital letters.
Step 2: Save a customer note
Customer notes appear at the bottom of the invoice or quote, so saving them suits standard terms, thank-you messages or warranty wording.
- In the Customer notes section, click Add note, or click the pencil icon on your existing note.
- Enter a Title and the note text under Description.
- Tick Save for future invoices.
- Click Save.
The Title becomes the saved note's name, so you cannot save a note without one. Internal notes cannot be saved for reuse.
Step 3: Use a saved item
To add a saved line item:
- Click Add line item.
- Click in the Description field. Your three most recently saved items appear.
- Type part of the name to search all your saved items, then select one.
- Enter the Quantity and click Add.
Selecting a saved item fills in the description, unit price and tax settings. You can change any of them before you click Add.
To add a saved note:
- In the Customer notes section, click Add note.
- Start typing in the Title field and select the saved note.
- Edit the text if needed, then click Save.
Tip. Using a saved item copies its values into the document. Changing or deleting the saved item later does not change invoices or quotes you have already created.
Step 4: Update or delete a saved item
To update a saved item, save a new line item or note with the same name and tick Save for future invoices. The new values replace the old ones.
To delete a saved item:
- Open the suggestion list by clicking in a line item's Description field, or by typing in a note's Title field.
- Click Delete next to the item.
Warning. Deleting a saved item takes effect immediately and there is no confirmation step. To bring it back, save the item again.
Common issues
My saved note does not appear when I click the Title field
Saved notes only appear once you start typing. Type part of the note's title to see matches.
I cannot save an item
Check that the line item has a description and that the note has a title. If Save for future invoices has no effect, your role may not have permission to manage invoices and quotes. Ask an administrator.
