Invoice Templates & Custom Fields

Build reusable invoice and estimate templates. Add your own custom fields, override branding per template, and arrange the printable layout with drag-and-drop.

Overview

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

• Which built-in fields show on the customer-facing PDF (PO Number, Terms, Ship Date, Sales Rep, etc.)
• Custom fields you define (Job Number, Booking Reference, Vehicle VIN, etc.)
• Branding — logo position, brand color, accent color, font, custom footer
• Layout — which information appears in which region of the page, in what order

Create one template, or several — say a "Service Invoice" for HVAC jobs, a "Retail Receipt" for in-store sales, and a "Project Estimate" for proposals.

Create a Template

1. Open Settings → Invoice Templates
2. Click + New Template
3. Pick whether it's for Invoices, Estimates, or both
4. Give it a name
5. Work through the four tabs (see below)
6. Click Save

The Four Tabs

The template editor is organized into four tabs that map to the lifecycle of an invoice:

1. Basics — name, type, default messages
2. Fields — which built-in and custom fields appear
3. Branding — logo, colors, font, footer
4. Layout — drag-and-drop where each piece prints

Basics Tab

• Template name — your internal identifier
• Document type — invoice / estimate / both
• Default memo — pre-fills the customer-facing memo on every new doc
• Default terms — Net 15 / Net 30 / Due on Receipt / custom
• Footer message — short closing line (e.g., "Thank you for your business")

Fields Tab

Two sections:

Built-in fields

Toggle on/off, and rename if needed:

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

Custom fields

Click + Add Custom Field to define your own:

• Label — what shows on the data-entry form and the PDF
• Type — text, number, date, dropdown
• Required — block save if blank
• Show on PDF — whether the customer sees it

Branding Tab

Per-template branding overrides company-wide defaults. If a field is blank, the company default fills in.

• Logo — upload or pick a previously uploaded logo
• Logo position — left (classic), right, or center banner
• Brand color — header bar, table header, accent rules
• Accent color — subtotal/total row highlights
• Font family — Inter, Roboto, Merriweather, Playfair, Mono
• Custom footer text — replaces the default footer line
• Override company branding — master toggle

A live preview on the right updates as you change values.

Layout Tab

The layout tab lets you arrange the printable invoice by drag-and-drop. The page is divided into six regions:

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

Drag-and-drop

1. The Available cells palette lists every piece of data — Company Phone, Customer Email, Due Date, Custom Field "Job Number", etc.
2. Drag a chip from the palette into a region (or from one region to another)
3. Drop where you want it
4. Click the × on a chip to remove it from the layout
5. Click Reset to default to start over

Using a Template on a Document

1. Start a new invoice or estimate
2. At the top, pick the template from the Template dropdown
3. Custom fields and toggled built-ins appear in the form immediately
4. Fill in normally and save
5. Click Preview or Print and the template's branding, layout, and fields all apply to the rendered PDF

Defaults & Per-Customer Templates

• Mark one template as the company default — new docs start with that template selected.
• On a customer record, set a preferred template — picks override the company default when you start a doc for that customer.
• You can change the template on a draft doc up until you save the final version; saving locks in the template choice.