Placeholders
Placeholders are tokens in your Word template that get replaced with live data when you generate a document (Word or PDF). They use the ${PLACEHOLDER_NAME} syntax.
Viewing available placeholders
On the Templates page, click the Available Placeholders button to open a reference panel. Placeholders are grouped by:
- Data source (e.g., QuickBooks Online) — with connection status
- Entity type (e.g., Invoice, Estimate) — collapsible sections
- Field group (e.g., Invoice, Customer, Line Items) — organized by category
QuickBooks Online — Invoice
Invoice fields
| Placeholder | Description |
|---|---|
| ${INVOICE_NUMBER} | The invoice document number |
| ${INVOICE_DATE} | The transaction date |
| ${DUE_DATE} | The payment due date |
| ${PO_NUMBER} | Purchase order number |
| ${PAYMENT_TERMS} | Payment terms (e.g. Net 30) |
| ${SUBTOTAL} | Subtotal before tax |
| ${TAX_AMOUNT} | Total tax amount |
| ${TOTAL_AMOUNT} | Total invoice amount |
| ${BALANCE_DUE} | Remaining balance due |
| ${MEMO} | Private memo/notes |
| ${CUSTOMER_MESSAGE} | Message displayed on invoice |
Customer fields
| Placeholder | Description |
|---|---|
| ${CUSTOMER_NAME} | Customer display name |
| ${CUSTOMER_TAX_ID} | Customer tax registration number |
| ${BILLING_ADDRESS} | Full billing address |
| ${SHIPPING_ADDRESS} | Full shipping address |
| ${CUSTOMER_EMAIL} | Customer email address |
Line item fields
| Placeholder | Description |
|---|---|
| ${LINE_ITEMS} | Generates a full table of all line items (use for simple replacement) |
| ${LINE_NAME} | Line item product/service name (use in a table row — row will be cloned per item) |
| ${LINE_DESCRIPTION} | Line item description (use in a table row — row will be cloned per item) |
| ${LINE_SERVICE_DATE} | Line item service date |
| ${LINE_SKU} | Line item SKU |
| ${LINE_QUANTITY} | Line item quantity |
| ${LINE_RATE} | Line item unit price |
| ${LINE_AMOUNT} | Line item total amount |
QuickBooks Online — Estimate
Estimate fields
| Placeholder | Description |
|---|---|
| ${ESTIMATE_NUMBER} | The estimate document number |
| ${ESTIMATE_DATE} | The transaction date |
| ${EXPIRATION_DATE} | The estimate expiration date |
| ${ESTIMATE_STATUS} | Status (Pending, Accepted, Closed, Rejected) |
| ${SUBTOTAL} | Subtotal before tax |
| ${TAX_AMOUNT} | Total tax amount |
| ${TOTAL_AMOUNT} | Total estimate amount |
| ${MEMO} | Private memo/notes |
| ${CUSTOMER_MESSAGE} | Message displayed on estimate |
Customer fields
| Placeholder | Description |
|---|---|
| ${CUSTOMER_NAME} | Customer display name |
| ${CUSTOMER_TAX_ID} | Customer tax registration number |
| ${BILLING_ADDRESS} | Full billing address |
| ${SHIPPING_ADDRESS} | Full shipping address |
| ${CUSTOMER_EMAIL} | Customer email address |
Line item fields
| Placeholder | Description |
|---|---|
| ${LINE_ITEMS} | Generates a full table of all line items (use for simple replacement) |
| ${LINE_NAME} | Line item product/service name (use in a table row — row will be cloned per item) |
| ${LINE_DESCRIPTION} | Line item description (use in a table row — row will be cloned per item) |
| ${LINE_SERVICE_DATE} | Line item service date |
| ${LINE_SKU} | Line item SKU |
| ${LINE_QUANTITY} | Line item quantity |
| ${LINE_RATE} | Line item unit price |
| ${LINE_AMOUNT} | Line item total amount |
Custom fields
If you have custom fields on your QuickBooks invoices or estimates, they are automatically available as placeholders. This includes all custom field types: text, number, date, and dropdown lists.
How custom field placeholders are named
All custom field placeholders are prefixed with CUSTOM_ to clearly distinguish them from built-in fields. The rest of the name is converted to UPPER_CASE with underscores replacing spaces, and special characters (periods, commas, etc.) are removed.
Examples:
| Custom field name in QuickBooks | Placeholder to use in template |
|---|---|
| Place of Supply | ${CUSTOM_PLACE_OF_SUPPLY} |
| Customer PO No. | ${CUSTOM_CUSTOMER_PO_NO} |
| Delivery Status | ${CUSTOM_DELIVERY_STATUS} |
| Customer In Charge | ${CUSTOM_CUSTOMER_IN_CHARGE} |
Dropdown fields
Dropdown (list) custom fields are fully supported. When you use a dropdown custom field in QuickBooks, the placeholder is populated with the selected option's display text — not the internal ID. For example, if your "Delivery Status" dropdown has options "Customer Arranged" and "Inclusive", the placeholder will contain the text "Customer Arranged", not a number.
Viewing your custom fields
You can see the exact placeholder name and current value for each custom field by viewing any invoice or estimate in the app. Custom fields appear in their own "Custom Fields" section with a copy button so you can paste placeholder names directly into your template.
If you've recently added or changed custom fields in QuickBooks and they aren't appearing correctly, click the refresh button on the Custom Fields section to update.
Adding new custom fields
Any custom field you add in QuickBooks will automatically be available as a placeholder — no configuration needed. Custom fields work with any QuickBooks entity type that supports them (invoices, estimates, etc.).
Date formatting
All date placeholders (including ${LINE_SERVICE_DATE}) respect your team's date format setting. To change the format, go to Team > Settings and select your preferred format from the dropdown.