Invoice Customization & Templates

Save reusable presets for the way your invoices and estimates look — custom fields, branding, and the printed layout — and switch between them per customer or per job type.

Why use templates?

A template captures every per-document choice in a single reusable preset:

• Which built-in fields show on the PDF (PO Number, Terms, Ship Date, Sales Rep, etc.)
• Any custom fields you've defined (Job Number, Vehicle VIN, Booking Reference)
• Branding: logo placement, brand color, accent color, font, footer text
• Page layout — which data appears in which region of the printable page

Run with one template if you want, or build several — a "Service Invoice" for HVAC visits, a "Retail Receipt" for the counter, a "Project Estimate" for proposals. Pick the right one when starting the doc.

Creating a Template

1. Open Settings → Invoice Templates
2. Click + New Template
3. Choose Invoices, Estimates, or both
4. Name it
5. Move through the four tabs (below) to configure
6. Save

The Editor Workspace

The editor is organized into four tabs, each addressing a different aspect of how the document is built and printed:

1. Basics — name, document type, default messages
2. Fields — toggle built-ins, define custom fields
3. Branding — logo, colors, font, footer
4. Layout — drag-and-drop where each piece appears on the page

General Settings

• Template name — your label for the template
• Document type — invoice / estimate / both
• Default memo — pre-fills the memo on every new doc using this template
• Default terms — Net 15 / Net 30 / Due on Receipt / custom
• Footer message — short closing line at the bottom of the PDF

Field Configuration

Two sections under the Fields tab:

Built-in fields

Toggle these on/off; rename if you want different wording on the PDF:

• PO Number
• Job / Project
• Ship Date, Ship Method
• Sales Rep
• Terms, Due Date
• Reference Number

Custom fields

Click + Add Custom Field and configure:

• Label — appears on both the data-entry form and the PDF
• Type — text, number, date, dropdown
• Required — prevent save if empty
• Show on PDF — whether the customer sees it

Branding Overrides

Each template can override the company-wide branding. Leave a field blank to fall back to the company default:

• Logo — upload new or pick from previously uploaded
• Logo placement — classic left, right, or full-width center banner
• Brand color — header bar, table headers, accent rules
• Accent color — highlights the totals row
• Font family — Inter, Roboto, Merriweather, Playfair, Mono
• Custom footer text
• Override company branding — master switch

The right side of the panel shows a live preview as you edit.

Layout Builder

The Layout tab gives you a drag-and-drop interface for the printable page. The page is split into six regions:

• Header Left — usually logo + company name
• Header Right — invoice number, date, status
• From Block — your address details
• Bill-To Block — customer details, PO, terms
• Details — the line-item table
• Footer — totals, memo, footer text, terms

Working with the cells

1. The Available cells palette lists every piece of data you can place — Phone, Email, Due Date, custom fields, and so on
2. Drag a chip from the palette into the region where you want it
3. Drag chips from region to region to move existing cells
4. Click × on a chip to remove it
5. Click Reset to default to start over

Applying to Documents

1. Begin a new invoice or estimate
2. At the top, pick from the Template dropdown
3. The form refreshes with the configured fields visible
4. Fill in and save
5. Click Preview or Print — branding, layout, and custom fields all apply to the rendered PDF

Defaults & Customer Preferences

• Set one template as the company default. New documents start with that template selected.
• On each customer record, optionally set a preferred template. That choice overrides the company default for documents created for that customer.
• You can change the template on a draft doc up until you save the final version. Once saved, the template lock holds.