Invoice Branding & Customization

Make every invoice reflect your brand. Upload your logo, pick your colors, choose a template style, and control exactly what information appears.

Getting Started

Kantivo lets you fully customize the look and feel of the invoices you send to customers. All branding settings are configured per company, so each business you manage can have its own distinct identity.

Open Settings from the sidebar navigation
Select Invoice Branding
Make your changes across any of the tabs: Logo, Colors, Template, Details, and Custom Text
Press Save Branding to apply your settings

Your branding is applied automatically to every new invoice and to PDF exports. Changes take effect immediately for all future invoices.

Upload Your Logo

Adding your company logo gives invoices a polished, professional look. Kantivo displays the logo in the upper portion of the invoice alongside your company name.

How to Upload

In the Invoice Branding settings, locate the Company Logo section
Click Upload Logo and select an image file from your computer
A preview of the logo appears once the upload completes
Press Save Branding to confirm

Supported Formats

File types: PNG, JPG, JPEG, SVG
Recommended size: At least 200 pixels wide for sharp rendering on screen and in PDF exports
Transparent backgrounds: PNG or SVG with transparency work best, especially on white invoice backgrounds

Removing a Logo

To remove your logo, click the Remove Logo button in the same section. Invoices will then display your company name in text only.

Brand Colors

Kantivo uses two color settings to style your invoices. These colors are applied to headings, accent lines, table headers, and other visual elements throughout the invoice.

Primary Brand Color: Used for the main heading bar, invoice title, and prominent accents. Set this to your primary brand color (e.g., your logo's dominant color).
Accent Color: Used for secondary elements such as table column headers, divider lines, and the total row highlight. Choose a complementary color that pairs well with your primary.

Click the color swatch to open a color picker, or type a hex code directly (e.g., #2563eb). The preview updates in real time so you can see exactly how the combination looks before saving.

Tip: If you are unsure which colors to use, start with your logo's primary color as the brand color and a lighter or darker shade of the same hue as the accent. This creates a cohesive, professional appearance.

Template Styles

Kantivo includes four professionally designed invoice templates. Each template uses your logo and brand colors but arranges the layout differently to suit various business styles.

Template	Description	Best For
Modern	Clean layout with a colored header bar spanning the full width. Company details sit beside the logo. Line items appear in a sleek table with alternating row shading.	Tech companies, agencies, startups
Classic	Traditional invoice format with the logo at top-left and company address at top-right. A thin accent line separates the header from the body. Formal and understated.	Law firms, accounting firms, consultancies
Minimal	Stripped-back design with generous white space. Uses subtle typography hierarchy instead of heavy color blocks. The focus stays squarely on the numbers.	Freelancers, solo professionals, designers
Bold	High-impact layout with a large colored sidebar and prominent totals section. Uses strong contrasts and larger type for key figures like the amount due.	Construction, trades, service businesses

To switch templates, select the one you want from the template gallery in Invoice Branding settings. The preview panel shows a sample invoice rendered with your current logo and colors so you can compare before committing.

Detail Controls

Not every business needs to display the same information on invoices. Kantivo gives you toggle switches to control the visibility of specific detail fields:

Show Phone Number: Displays your company phone number in the header area. Turn this off if you prefer email-only contact.
Show Email Address: Displays your company email in the header. Useful for customers who want to reach out with questions about the invoice.
Show Tax ID / EIN: Displays your tax identification number on the invoice. Some jurisdictions require this; others do not. Toggle it based on your local regulations.

These settings are found in the Display Options area within Invoice Branding. Each toggle takes effect immediately on the preview and on all future invoices.

Custom Text

Kantivo provides several free-text fields so you can add personalized messaging to your invoices. These fields appear in designated areas of the invoice layout.

Payment Instructions

Tell your customers exactly how to pay. This text appears prominently near the total amount. Examples:

"Please make checks payable to Acme Corp and mail to 123 Main St."
"Pay online at pay.acmecorp.com or wire to account ending in 4821."
"Payment accepted via check, ACH, or credit card."

Terms & Conditions

Add your standard payment terms, late fee policy, or other contractual language. This text appears in a smaller section below the line items. Keep it concise -- customers are more likely to read brief terms.

Thank You Message

A short note of appreciation that appears at the bottom of the invoice. A simple "Thank you for your business!" goes a long way toward building customer relationships.

Footer Text

The footer sits at the very bottom of the invoice page. Use this for legal disclaimers, licensing information, or a tagline. The footer renders in smaller type to stay unobtrusive.

Tip: You can leave any custom text field blank and it will not appear on the invoice at all. Only populate the fields that are relevant to your business.

Branding Tips

Keep it consistent: Use the same logo and colors across invoices, estimates, and emails so customers always recognize your brand.
Test with a real invoice: After configuring your branding, create a test invoice and review the PDF. Check that the logo renders clearly, colors look right on screen and in print, and all text fits properly.
Less is more: Resist the temptation to fill every custom text field. A clean invoice with minimal text is easier to read and more likely to get paid promptly.
Consider your audience: If your clients are large corporations, the Classic or Minimal template conveys professionalism. If you serve creative industries, Modern or Bold may feel more appropriate.
Update seasonally: Some businesses refresh their branding for the new year or to coincide with a rebrand. Changing the template or colors takes only a few seconds in Kantivo.