Document Templates
Document Templates configure the layout and content of printed and emailed documents such as invoices, quotes, purchase orders, and packing slips.
Overview
Document Templates enable you to:
- Customize document layouts
- Add company branding
- Configure email templates
- Create multiple variations
- Include dynamic content
- Set default templates
Accessing Templates
Navigate to Settings → Templates from the main menu.
Template Overview
All Templates
Document Templates
Template Categories:
┌────────────────────────────────────────────────────────────────┐
│ Category │ Templates │ Default │ Last Modified │
├────────────────────────────────────────────────────────────────┤
│ Invoices │ 3 │ Standard │ Jan 15, 2026 │
│ Quotes │ 2 │ Professional │ Jan 10, 2026 │
│ Sales Orders │ 2 │ Standard │ Dec 20, 2025 │
│ Purchase Orders│ 2 │ Standard │ Jan 05, 2026 │
│ Packing Slips │ 2 │ Detailed │ Dec 15, 2025 │
│ Statements │ 1 │ Monthly │ Jan 01, 2026 │
│ Credit Notes │ 1 │ Standard │ Dec 10, 2025 │
│ Receipts │ 2 │ Compact │ Jan 20, 2026 │
└────────────────────────────────────────────────────────────────┘
Email Templates: 24 total
├─ Sales: 8 templates
├─ Purchase: 5 templates
├─ System: 11 templates
[+ Create Template] [Import Template]Document Templates
Invoice Templates
Invoice Templates
Available Templates:
┌────────────────────────────────────────────────────────────────┐
│ Template Name │ Style │ Usage │ Default │ Actions │
├────────────────────────────────────────────────────────────────┤
│ Standard Invoice │ Classic │ 2,345 sent│ ✓ │ [Edit] │
│ Modern Invoice │ Contemporary│ 567 sent │ │ [Edit] │
│ Service Invoice │ Minimal │ 234 sent │ │ [Edit] │
└────────────────────────────────────────────────────────────────┘
[+ Create Invoice Template]Template Editor
Edit Template: Standard Invoice
Template Settings:
├─ Name: [Standard Invoice]
├─ Type: [Invoice ▼]
├─ Page Size: [Letter (8.5" x 11") ▼]
├─ Orientation: ● Portrait ○ Landscape
└─ Status: [Active ▼]
Header Section:
┌────────────────────────────────────────────────────────────────┐
│ ┌─────────────┐ │
│ │ [LOGO] │ INVOICE │
│ │ 200x80px │ │
│ └─────────────┘ Invoice #: {invoice_number} │
│ Date: {invoice_date} │
│ {company_name} Due Date: {due_date} │
│ {company_address} Terms: {payment_terms} │
│ {company_phone} │
└────────────────────────────────────────────────────────────────┘
Bill To / Ship To:
┌────────────────────────────────────────────────────────────────┐
│ BILL TO: │ SHIP TO: │
│ {customer_name} │ {shipping_name} │
│ {billing_address} │ {shipping_address} │
│ {customer_email} │ │
└────────────────────────────────────────────────────────────────┘
Line Items:
┌────────────────────────────────────────────────────────────────┐
│ Item │ Description │ Qty │ Price │ Discount │ Total │
├────────────────────────────────────────────────────────────────┤
│ {sku} │ {desc} │ {q} │ {price} │ {disc} │ {total} │
└────────────────────────────────────────────────────────────────┘
[Edit Sections] [Preview] [Save Template]Template Variables
Available Template Variables
Company Information:
├─ {company_name} - Your company name
├─ {company_logo} - Company logo image
├─ {company_address} - Full address
├─ {company_phone} - Phone number
├─ {company_email} - Email address
├─ {company_website} - Website URL
└─ {company_tax_id} - Tax registration
Document Information:
├─ {invoice_number} - Invoice number
├─ {invoice_date} - Invoice date
├─ {due_date} - Payment due date
├─ {payment_terms} - Payment terms
├─ {po_number} - Customer PO reference
└─ {salesperson} - Sales rep name
Customer Information:
├─ {customer_name} - Customer/company name
├─ {customer_code} - Customer account number
├─ {billing_address} - Billing address
├─ {shipping_address} - Shipping address
├─ {customer_email} - Customer email
└─ {customer_phone} - Customer phone
Line Item Variables:
├─ {sku} - Product SKU
├─ {product_name} - Product name
├─ {description} - Line description
├─ {quantity} - Quantity
├─ {unit_price} - Unit price
├─ {discount} - Discount amount/percent
├─ {line_total} - Line total
└─ {tax_amount} - Tax for line
Totals:
├─ {subtotal} - Subtotal before tax
├─ {discount_total} - Total discounts
├─ {tax_total} - Total tax
├─ {shipping_total} - Shipping charges
├─ {grand_total} - Invoice total
├─ {amount_paid} - Payments received
└─ {balance_due} - Remaining balanceEmail Templates
Email Template List
Email Templates
Category: Sales
┌────────────────────────────────────────────────────────────────┐
│ Template Name │ Event │ Sent (30d)│Status │
├────────────────────────────────────────────────────────────────┤
│ Invoice Email │ Invoice Created │ 756 │ Active│
│ Payment Receipt │ Payment Received │ 543 │ Active│
│ Quote Email │ Quote Sent │ 234 │ Active│
│ Order Confirmation │ Order Created │ 456 │ Active│
│ Shipping Notification │ Order Shipped │ 432 │ Active│
│ Payment Reminder │ Invoice Overdue │ 89 │ Active│
│ Quote Follow-up │ Quote Expiring │ 67 │ Active│
│ Thank You │ Order Delivered │ 345 │ Active│
└────────────────────────────────────────────────────────────────┘
[+ Create Email Template]Email Template Editor
Edit Email Template: Invoice Email
Template Settings:
├─ Name: [Invoice Email]
├─ Event Trigger: [Invoice Created ▼]
├─ Auto-send: [x] Send automatically
└─ Status: [Active ▼]
Email Settings:
├─ From Name: [{company_name}]
├─ From Email: [[email protected]]
├─ Reply-To: [[email protected]]
└─ CC: [ ] [[email protected]]
Subject Line:
[Invoice {invoice_number} from {company_name} - Due {due_date}]
Email Body:
┌────────────────────────────────────────────────────────────────┐
│ Dear {customer_contact}, │
│ │
│ Please find attached invoice {invoice_number} for │
│ {grand_total}. │
│ │
│ Invoice Details: │
│ • Invoice Number: {invoice_number} │
│ • Invoice Date: {invoice_date} │
│ • Amount Due: {balance_due} │
│ • Due Date: {due_date} │
│ │
│ You can view and pay this invoice online: │
│ [Pay Invoice Now]({payment_link}) │
│ │
│ If you have any questions, please contact us at │
│ {company_email} or {company_phone}. │
│ │
│ Thank you for your business! │
│ │
│ Best regards, │
│ {company_name} │
│ {salesperson_name} │
└────────────────────────────────────────────────────────────────┘
Attachments:
├─ [x] Attach PDF invoice
├─ [ ] Attach supporting documents
└─ [ ] Attach payment instructions
[Preview] [Send Test] [Save Template]Template Design
Layout Options
Template Layout Settings
Page Layout:
├─ Margins:
│ ├─ Top: [0.5] inches
│ ├─ Bottom: [0.5] inches
│ ├─ Left: [0.75] inches
│ └─ Right: [0.75] inches
├─ Header Height: [1.5] inches
└─ Footer Height: [0.75] inches
Fonts:
├─ Primary Font: [Helvetica ▼]
├─ Heading Size: [14] pt
├─ Body Size: [10] pt
└─ Table Size: [9] pt
Colors:
├─ Primary Color: [#2563eb] (headers, accents)
├─ Secondary Color: [#64748b] (labels)
├─ Text Color: [#1e293b]
├─ Table Header: [#f1f5f9]
└─ Table Alternating: [#fafafa]
Logo Settings:
├─ Position: [Top Left ▼]
├─ Max Width: [200] px
├─ Max Height: [80] px
└─ [x] Maintain aspect ratio
[Preview] [Save Layout]Conditional Content
Conditional Content Rules
Show/Hide sections based on conditions:
Rule 1: Show Payment Instructions
├─ Condition: {balance_due} > 0
├─ Show: Payment instructions section
└─ Status: Active
Rule 2: International Orders
├─ Condition: {ship_country} != "US"
├─ Show: Customs declaration section
└─ Status: Active
Rule 3: Large Orders
├─ Condition: {grand_total} > 5000
├─ Show: Terms and conditions
├─ Show: Manager signature line
└─ Status: Active
Rule 4: Past Due Notice
├─ Condition: {days_overdue} > 0
├─ Show: Past due warning banner
├─ Color: Red (#dc2626)
└─ Status: Active
[+ Add Rule]Template Assignment
Default Templates
Default Template Assignment
By Document Type:
┌────────────────────────────────────────────────────────────────┐
│ Document Type │ Default Template │ Fallback │
├────────────────────────────────────────────────────────────────┤
│ Invoice │ Standard Invoice │ System Default │
│ Quote │ Professional │ Standard Quote │
│ Sales Order │ Standard Order │ System Default │
│ Purchase Order │ Standard PO │ System Default │
│ Packing Slip │ Detailed Slip │ Basic Slip │
│ Statement │ Monthly Statement│ System Default │
└────────────────────────────────────────────────────────────────┘
By Customer:
├─ VIP Customers → Premium Invoice Template
├─ Retail Customers → Standard Invoice
└─ Wholesale → Wholesale Invoice
[Configure Assignments]Localization
Multi-Language Templates
Template Translations
Template: Standard Invoice
Default Language: English (US)
Available Translations:
┌────────────────────────────────────────────────────────────────┐
│ Language │ Status │ Last Updated │ Translator │
├────────────────────────────────────────────────────────────────┤
│ English (US) │ Default │ Jan 15, 2026 │ - │
│ Spanish │ Complete │ Jan 16, 2026 │ Maria Garcia │
│ French │ Complete │ Jan 16, 2026 │ Pierre Dubois │
│ German │ Pending │ - │ - │
│ Chinese (Simp) │ Complete │ Jan 18, 2026 │ Wei Chen │
└────────────────────────────────────────────────────────────────┘
Auto-Selection:
├─ [x] Use customer's preferred language
├─ [x] Fall back to default if not available
└─ Default: [English (US) ▼]
[+ Add Translation]Best Practices
Design
- Keep layouts clean
- Use consistent branding
- Test print output
- Consider mobile viewing
Content
- Include all required info
- Use clear language
- Add payment instructions
- Include contact details
Management
- Version control templates
- Test before deploying
- Document customizations
- Review periodically
Troubleshooting
Common Issues
PDF not generating
- Check template syntax
- Verify required fields
- Review error logs
- Test with sample data
Layout issues
- Check margin settings
- Verify content length
- Test different data
- Review print preview
Variables not replacing
- Verify variable syntax
- Check data availability
- Review field mappings
- Test individually
Related Documentation
Learn about Branding for customizing your company's visual identity.