If your client’s communication language is not the same as yours, it’s important that invoices are easy for them to understand.
Uku’s billing solution allows you to set the invoice language according to the client’s preference. This avoids confusion, speeds up communication, and leaves a professional impression of your firm.
Below is a step-by-step guide on how to issue invoices in the client’s language.
1. Set the client’s language
The invoice language depends on the language defined in the client’s profile. If the client’s language is set, all invoices sent to them will appear in that language.
Open the client’s profile in Uku.
In the client’s contact settings, find the Language field.
Select the appropriate client language from the dropdown.
Save the changes.
Set the client contact language.
Choose the client from Contacts
Click on the client’s name
Select the contact language
2. Add product descriptions in the client’s language
Invoices also display product names and descriptions. If these are only in your language, the client might not understand what they are paying for. To avoid this, you should add product names in the client’s language.
Go to Billing settings.
Open the product you want to edit.
Next to the product description, click the globe icon.
A window will open with different language options.
Find the client’s language field and enter the product name in that language.
Save your changes.
3. Invoice templates in the client’s language
In addition to the client’s profile settings and product descriptions, you also need to set up invoice templates in the client’s language. This includes both the email content and the PDF invoice.
Go to Billing → Invoice templates.
Prepare in the client’s language:
Email template (the message sent to the client with the invoice).
PDF invoice template (the invoice layout and content).
Choose the client’s language for the template.
Save the templates.
4. Invoice Still Not in Client's Language?
If you've completed all the steps above but your invoice is still displaying in the wrong language, this typically happens when invoice lines were added to the client contract before the language translations were implemented in your product settings.
How to identify this issue:
When you open the client's contract, you may notice that some product rows appear in English while others appear in the client's language (e.g., French). This indicates that translations were added after those contract lines were already created.
How to fix this:
To resolve this issue, you need to refresh both the client contract and the invoice. Follow these steps:
Step 1: Update the Contract Products
Navigate to the Client card → Billing tab → Contract
Click on each product in the contract
When the product card opens, select Product template from the dropdown
Click Save
Click Save again (second time)
Click Save one more time (third time)
Step 2: Refresh the Invoice
After updating the contract products, check if the invoice now displays in the correct language
If the invoice is still in the wrong language, you'll need to regenerate it:
Navigate to the invoice
open the three dots menu and click Cancel to cancel the invoice
Click Restore to regenerate the invoice with the updated language settings.