When you invoice subscription orders in Business Central, the Create Invoice report includes a Header Text field. This field lets you add a header line at the top of all the invoice lines on a generated invoice.
The header text is meant for short messages. You can write a small note about the subscription, wish the customer a happy holiday, or point out that two months have been combined on the same invoice. You have a limited number of characters available.
The header line works as a normal invoice line in the standard Business Central layout. If you have built a special layout or use an app that bundles lines, the header text may not show. If you prefer a different look, the app Document Customizer lets you change the invoice layout while still printing the header line at the top.
Adding a header text when creating subscription invoices
The header text option lives in the Create Invoice report. To use it, start from a subscription order with the lines you want to invoice. Run Create Invoice, set the period, and decide whether to invoice per customer, per subscription, or per line.
Once you have made those choices, you reach the Header Text field. The text you enter here becomes a header line that sits at the top of all your invoice lines. Keep it short, since you only have a certain number of characters to work with. It is useful for a quick note such as “Happy holidays” or a heads-up that two months are combined on the invoice.
The system automatically generates a filter for the specific subscription order, so you can keep that filter and confirm. After that, open the resulting invoice to check the result.
Checking the header line on the draft and posted invoice
On the created invoice, the system adds the header as a line on top of the other invoice lines. You can preview the draft invoice to confirm that the text, for example “Happy holidays”, prints correctly.
It is worth checking the posted invoice as well, not just the draft. The draft invoice layout and the actual posted layout can differ. Post the invoice, open it, and run the preview to see how the final document looks.
In the standard Business Central layout, the preview shows your logo, the usual invoice information, and the header text listed as the top line above the other lines.
How the header text behaves with custom invoice layouts
The standard layout that ships with Business Central treats the header as a normal line, so it prints for most setups. If you have built something special, or use an app that bundles lines, the header text may not appear. That is the main thing to watch for.
Many companies change the standard invoice layout. You can do this yourself using the Word layout function, or you can use an app or a custom extension. A common choice is the app Document Customizer.
If you activate document customization and print the same invoice, the header still appears as the top line. The overall layout of the invoice looks different, but the header text remains in place. If you prefer the Document Customizer layout, it is a reasonable option to consider. Watch a couple of videos about it before you decide.
Q&A
Where do I find the header text option for subscription invoices?
The header text is a field in the Create Invoice report. After you set the period and choose whether to invoice per customer, per subscription, or per line, you reach the Header Text field.
What is the header text used for?
It adds a header line at the top of all your invoice lines. Use it for short messages, such as a note about the subscription, a holiday greeting, or a heads-up that two months are combined on the invoice. You have a limited number of characters.
Will the header text always print on my invoice?
It prints on the standard Business Central layout, where it works as a normal line. If you have built a special layout or use an app that bundles lines, the header text may not show.
Why should I check the posted invoice and not just the draft?
The draft invoice layout and the posted invoice layout can differ. Preview the posted invoice to confirm the header text appears as expected on the final document.
Does the header text work with the Document Customizer app?
Yes. If you activate document customization, the header text still prints as the top line. The overall layout looks different, but the header line stays in place.