This feature allows you to create different templates which control the output when generating PDFs or online documents for your invoices, credit notes, quotes and purchase orders. Within each template, you can set the fields that are visible on the output, select from multiple layouts and choose the underlying theme colour and font. If you plan on using a logo in your template, then follow the Adding a Logo steps before proceeding.
The Brands and Templates feature enriches the functionality around invoices, credit notes, quotes and purchase orders, allowing users to produce a number of varied business documents including:
- regular invoices, credit notes, quotes and purchase orders styled to your individual requirements
- branded invoices, credit notes, quotes and purchase orders if you have different departments or divisions with different logos
- foreign language invoices, credit notes, quotes and purchase orders
- delivery notes, packing slips etc.
Add or Edit a Template
Navigate to the Settings tab and then click the Branding and Templates link. Every organisation starts out with a Default Template already created. This template is automatically used when printing invoices. Click the Add New Template button to add a new template, or click the Template Name to edit an existing template. New templates are pre-filled to speed up the process.
- Template Colour: Use the picker to choose a colour or insert one directly. Controls certain texts on the layouts.
- Font: Choose as required. Affects all texts on the layouts.
- Invoice Layout: Choose preferred layout. Click Preview at any time to generate sample PDF using on screen settings.
- Remaining Fields: The removal of a field's contents ensures that the label and/or associated values are not displayed on the PDF or online document. For example, if you remove the default contents of 'Date' from the Transaction Date field, then both the label 'Date' and the value in the actual invoice, e.g. 21/01/2013, will be removed from the output.
- PayPal Settings: PayPal payment links can be added to the invoice with this feature. The links on online invoices offer enhanced functionality over the PDF versions. Links on Customer Statements are set over here.
Assigning Default Templates at the Organisation Level
You can assign templates at the organisation level by navigating to the Settings tab and then clicking on the Branding and Templates link. Provided you have more than one template, you can select the organisation default by clicking the link in the Actions column. Changing the default here will not update the template saved in existing transactions.
Assigning Default Templates at the Contact Level
A default brand template can be set for each contact. The brand template is then automatically selected when creating an invoice for the contact. To do this, navigate to the Contacts tab, select an individual contact and specify a template to use in the Default Brand section. Changing the default here will not update the template saved in existing transactions.
Assigning Templates at the Transaction Level
Invoices, credit notes, quotes and purchase orders will inherit the template from the Contact setting. If none is found, it will be defaulted from the Organisation setting. The template is saved in the transaction and can be changed during or after transaction entry.
These settings only apply to invoices, credit notes, quotes and purchase orders. Settings for Statements and Remittance Advices are maintained separately.