Document Generation

Document generation is the core feature of Missing Toolkit: Templates. It merges live data from your connected data sources into your templates, producing ready-to-use documents.

Generating a document

1. Browse to an entity detail page (e.g., a specific invoice)
2. Click Generate Document
3. Select a template from the dropdown
4. Choose your output format — Word (.docx) or PDF
5. Click Generate

Missing Toolkit: Templates fetches the latest data from your data source, replaces all matching placeholders in your template, and produces a document in your chosen format.

Customer statements

A statement is not one record in QuickBooks — it is built from every invoice, payment and credit memo behind a customer's balance. So it is generated from the customer list rather than from an entity detail page.

Go to Team > Integrations, click Browse Data, and choose Statements. Set the statement type and dates under Statement settings, then click Generate on a customer's row.

There are two types, and the same template produces both:

• Open Item — every invoice still carrying a balance, whatever its date, plus any credit not yet applied. Dates are ignored other than the statement date itself.
• Balance Forward — what was owed at the start of the period, then every invoice, payment and credit within it, with a running balance down the page. This one needs a Period from as well.

Two more settings sit alongside them. Only items past due turns a statement of account into a letter chasing what is overdue — enter 30 and it lists invoices 31 days and older. One statement per decides whether a sub-customer gets its own statement or has its invoices carried onto the parent's.

To leave something off one customer's Open Item statement, such as an invoice that hasn't shipped and any deposit taken against it, click Choose transactions on their row and untick it. The amount due and aging leave it out too. This works one statement at a time only: a batch or a scheduled run always includes everything, so generate that customer's statement on its own and leave them out of the run.

The Balance column beside each customer is QuickBooks' own figure, and On statement is what the statement you have set up comes to. They disagree whenever the customer has an invoice dated after the statement date, which is ordinary. A row marked Off by is not — see Batch Generation.

See Placeholders for the fields a statement template can use, including the aging buckets and the custom fields from each invoice.

Generating more than one at a time

To produce a document for many records in one run — every open invoice, or a statement for each customer who owes you — tick them in the list and use Generate together. See Batch Generation.

Output formats

You can generate documents in two formats:

• Word (.docx) — The default format. Produces an editable Word document you can further customize before sending.
• PDF — Produces a finalized, non-editable document ready to share with clients or attach to emails.

Select your preferred format from the Output dropdown before generating. Both formats preserve your template's styling, fonts, and layout.

If your team has connected PrintNode, the same dropdown also lists your printers under Print to. Choosing one generates the document as a PDF and sends it to that printer instead of downloading it.

What gets replaced

Every placeholder in your template that matches an available field for the entity type is replaced with the corresponding value. For example, if your template contains ${INVOICE_NUMBER} and you're generating from Invoice #1042, that placeholder becomes "1042" in the output.

Placeholders that don't match any available field are left as-is in the document. This means you can safely include placeholders for future use without breaking current generation.

Line items

There are two ways to display line items in your template:

Option 1: Individual placeholders in a table row (recommended)

Create a table in your .docx template with a row containing individual line item placeholders like ${LINE_NAME}, ${LINE_DESCRIPTION}, ${LINE_QUANTITY}, ${LINE_RATE}, and ${LINE_AMOUNT}. When the document is generated, that row is automatically cloned once per line item and each placeholder is filled with the corresponding value.

This gives you full control over which columns appear and how they're styled. You can use any combination of the available line item placeholders:

Option 2: Auto-generated table

The ${LINE_ITEMS} placeholder generates a complete table with Description, Qty, Rate, and Amount columns. Use this when you want a quick, simple table without customizing individual columns.

If you place ${LINE_ITEMS} inside a formatted table in your .docx template, the generated table inherits your table's styling. Otherwise, a clean default style is applied.

Box labels

Box labels, also called carton or case labels, carry the box's number and what it holds: "Box 3 of 24", "550 of 13,000". To print them, set a template's copies to One label per box and use these placeholders alongside the record and line item placeholders:

A label might read Box ${BOX_NUMBER} of ${BOX_COUNT} on one line and ${BOX_QUANTITY} of ${BOX_TOTAL_QUANTITY} ${LINE_SKU} on the next. Size the page in Word to your label stock and every label comes out as its own page.

When you generate, choose the line items to label. Service items start unticked, since a service does not ship in a box; tick one if it should be labeled anyway. Then enter how many units fit in a box for each line. Missing Toolkit: Templates proposes the boxes (23 boxes of 550 and one of 350 for 13,000 units) and you can change any row, remove one, or add your own, so the last boxes can hold a different amount when you run short. The total is shown against the line's quantity; a partial shipment still generates. A line you leave alone gets one label for its whole quantity.

Every label for every chosen line item lands in one file, grouped by line item and numbered within it. Box labels are generated one record at a time, so they are not offered for batch runs or scheduled runs. A free starter template sized for a 4 by 6 inch Dymo shipping label is on the box labels page.

Generation history

All generated documents are saved and accessible from the Documents page in the sidebar. For each document, you can:

• View the document details (entity, template used, generation date)
• Download the generated file in its original format
• Print a PDF again on a PrintNode printer, and see where each print job got to

Documents are listed with the most recent first.

Re-generating

To re-generate a document with updated data, simply navigate back to the entity detail page and generate again. Each generation creates a new document — previous versions are preserved in your history.