Multiple templates per company. Custom fields like Booking #, PO Number, or Job Site. Per-template branding — logo, colors, fonts. A drag-and-drop layout editor for positioning every field exactly where you want it. Pick the right template per invoice or set one as default.
Try It FreeMost accounting software gives you exactly one invoice layout — take it or leave it. The problem is that real businesses don't write one kind of invoice. A wholesaler's invoice to a B2B customer needs PO numbers and Net 60 terms; a service company's invoice to a homeowner needs a Booking # and a Tech Name; a designer's invoice should look nothing like a plumber's invoice. Forcing all of them through one template is a compromise that nobody actually likes.
Kantivo solves this with full template customization. Build as many templates as you need — one for retail, one for wholesale, one for service visits. Each template has its own custom fields, its own branding (logo, colors, fonts), and its own layout. Pick the right one per invoice, or set one as default and forget about it.
In Settings → Invoice Templates, click + New Template. Pick which fields print, add company-specific custom fields, set branding, design the layout.
The invoice modal has a Template dropdown. Pick which template to apply (or accept the default). Custom field inputs appear automatically based on what the template includes.
The customer-facing PDF respects every template setting — fields shown, custom fields with their values, branding, layout. Different template = different invoice.
Need Booking #, PO Number, Job Site, or Reservation Code on every invoice? Define your custom fields once in Settings, then check which templates should include each one.
Each template can override the company branding with its own logo, colors, and font. Run "Wholesale Invoice" in bold black with Helvetica; run "Design Services" in beige with Georgia serif.
Decide per template which standard fields print. Hide Class and Location for service templates that don't need them. Show Customer Email on the wholesale template, hide it on retail. Sales Rep on/off per template.
Want a field to appear somewhere different on the printed page? Drag it. The layout editor shows six regions (Header Left/Right, From, Bill To, Details, Footer) and 23+ field chips you can drop into any of them in any order.
When a template enables the Sales Rep field, the rep's name prints in the Bill To block of the customer-facing PDF. Combined with the Sales Reps system (each rep has name, initials, type, and a default commission percentage), it's the foundation for the commission-tracking features coming in upcoming versions.
Pick a template on an estimate, fill in its custom fields, convert to an invoice — and the new invoice gets the same template, the same custom field values, and the same Sales Rep with no re-keying. Same for line-level dimension tags, classes, locations, and anything else attached to the estimate.
If you send invoices to wholesalers and retail customers, or you run a service business plus a product line, or you charge enterprise clients differently than small ones — Invoice Templates lets each customer relationship get the right invoice without you maintaining a manual style guide. Set up the templates once and Kantivo applies them automatically per invoice.
Unlimited per company. Most businesses end up with 2-5 templates total. Each can apply to invoices only, estimates only, or both.
Yes. If you don't create any templates, every invoice prints with the standard Kantivo layout exactly as before. Templates are an opt-in customization layer.
Branding settings (Settings → Branding) are company-wide defaults — your logo, brand colors, and footer that apply to every invoice unless overridden. Each Invoice Template can override any of those defaults for itself. Templates without a branding override fall back to the company defaults.
When the template enables a custom field, the invoice modal renders an input for that field (text, number, date, dropdown, or checkbox). Whatever the user types becomes the printed value. Header-scope fields print in the Bill To block; line-scope fields will print as a column on the line item table.
The line-item table renders as a unit and is anchored in its own region. The drag-and-drop editor controls field placement within the six block-level regions (Header, From, Bill To, Details, Footer) rather than re-arranging the columns on the line table itself.
Yes. Each template has a kind setting: Invoice only, Estimate only, or Both. Estimates use the same Template dropdown as invoices and the same custom field inputs. Estimate-to-invoice conversion carries the template and field values through automatically.
Direct duplicate isn't a button yet — for now you create a new template and configure it the way you want. Future versions may add a "Duplicate template" action; the underlying schema already supports it.
Start your free 30-day trial. Create your first custom template in under five minutes.