Form fields

Choose which appointment details Fluent adds to invoice line descriptions, with presets you share between customers or set for one customer.

For agency owners and admins Web app 4 min read Last updated October 20, 2026

What you'll learn

  • How to choose which appointment details show on each invoice line, for all your customers or for one.

How Form fields work

Owners and Admins manage Form fields. A preset is a saved set of choices, and every customer follows one.

  • Customers you haven't put on a preset: They follow the default preset.
  • The default preset: Starts with Client Name, Language, Service Type, and Department turned on.
  • Always on invoice: Date, Start Time, and Duration. Each line already carries the appointment date and billed time, so these can't be turned off.
  • How a field shows on the line: Fluent adds each field you turn on as a short label and the appointment's value. It skips a field the appointment left blank.

You choose the rest:

  • LEP Client: Client Name, Date of Birth, and Phone Number.
  • Service Details: Language, Service Type, and Office.
  • Customer & Location: Site, Address, Department, Specialist / Provider, and Requested By.

Note: The invoice PDF, the invoice exports, and QuickBooks print their own set of line details and don't follow your Form fields choices. See Troubleshooting.

Create a preset

Create a preset when several customers want the same details on their invoices. A new preset starts from the default preset's choices.

  1. Go to Settings › Form fields.
  2. Click New Preset.
  3. In Preset Name, enter a name. You can also add a Description.
  4. Turn on each field you want on the invoice line, and turn off the rest. The Invoice Preview shows a sample line as you go.
  5. Click Create Preset.

The preset appears in the Presets table. No customer follows it until you apply it.

Apply a preset to customers

Pick every customer who should follow the preset. The list you save replaces the preset's customers, so a customer you clear goes back to the default preset.

  1. Go to Settings › Form fields.
  2. Open the ⋯ menu at the end of the preset's row and click Apply to customers….
  3. Select each customer. A customer on another preset shows "Currently:" and that preset's name.
  4. Click Apply to customers. If you clear every customer, the button reads Remove from all customers.
  5. If the change moves customers off another preset, or takes them off this one, Fluent lists each change. Click Apply changes.

Fluent confirms with "Applied", the preset's name, and the number of customers.

Change one customer's fields

Use the customer's page when one customer needs details the others don't.

  1. Go to Customers and click the customer.
  2. Click the Form fields tab.
  3. Click Edit at the top of the page.
  4. Turn fields on or off.
  5. Click Save changes in the bar at the bottom of the page.

What Fluent saves depends on the customer's preset.

  • On the default preset, or a preset other customers share: Fluent creates a preset named " form fields" for this customer. The preset they were on doesn't change.
  • The only customer on a preset: Fluent updates that preset.

To move the customer to an existing preset instead:

  1. On the customer's Form fields tab, click Edit.
  2. Open the preset menu at the top right of the tab.
  3. Select the preset, or Follow the default preset.

Fluent saves that choice at once.

Edit, duplicate, or delete a preset

Manage presets from their rows in Settings › Form fields. The default preset can only be edited.

  • Edit: Click the preset's row, change the fields, and click Save Preset. If customers follow it, Fluent lists your changes first. Click Save changes to confirm.
  • Duplicate: Open the ⋯ menu and click Duplicate. Fluent adds a preset with the same fields, named " (copy)".
  • Delete: Open the ⋯ menu and click Delete. Its customers go back to the default preset.

Important: Delete removes the preset at once, without asking you to confirm.

Rules and limits

  • The Applied To column counts only customers you put on a preset, so the default preset shows "0 customers".
  • A line description holds up to 512 characters. A field that doesn't fit is left off whole, along with the fields after it.
  • Saving Form fields doesn't rebuild invoices. An invoice in an open period picks up the new choices when you next edit one of its appointments or change a rate.
  • Invoices in a closed period, and invoices you exported or synced, keep the text they had.
  • Form fields don't change the appointment form, and you can't add new fields.
  • Organizations don't have Form fields, and nothing you choose here changes what they see on an appointment.

Troubleshooting

A field I turned on doesn't show on the invoice PDF

The invoice PDF, the exports, and QuickBooks carry a fixed set of details on each interpreting line. Form fields don't change it.

  • Invoice PDF and exports: The service, date, time, LEP clients, language, Requested By, interpreter, and appointment ID.
  • Sync to QuickBooks: The same set without the LEP clients.

A field I turned off still shows on the appointment form

Form fields only affect invoice line descriptions. Turning a field off never hides it on the appointment form.

A new preset appeared after I edited one customer

You saved changes for a customer on the default preset or on a shared preset. Fluent gave that customer a preset of their own, " form fields", and left the shared preset unchanged.

The Presets table says "No presets yet"

Your agency hasn't created a preset, so invoice lines carry no Form fields details yet.

Click New Preset and create one. Your first preset becomes the default preset.