Document Templates
What are Document Templates?
Document Templates define how your invoices, quotes, and other business documents look when generated as PDFs or sent to customers. Customize the layout, branding, and content.
Available Template Types
| Template For | Purpose |
|---|---|
| Invoice | Customer billing documents |
| Quote / Proposal | Price proposals to prospects |
| Sales Order | Order confirmations |
| Purchase Order | Orders to vendors |
| Receipt | Payment receipts |
| Delivery Note | Shipping/delivery documents |
Template Designer
Accessing Templates
- Go to Settings → Document Templates
- Or from Invoices/Quotes → Templates tab
Template Structure
Every template has these sections:
┌─────────────────────────────┐
│ HEADER │
│ (Logo, Company info) │
├─────────────────────────────┤
│ DOCUMENT INFO │
│ (Number, Date, Due date) │
├─────────────────────────────┤
│ BILL TO / SHIP TO │
│ (Customer details) │
├─────────────────────────────┤
│ LINE ITEMS TABLE │
│ (Products, qty, price) │
├─────────────────────────────┤
│ TOTALS │
│ (Subtotal, Tax, Total) │
├─────────────────────────────┤
│ FOOTER │
│ (Terms, Bank details, │
│ Thank you note) │
└─────────────────────────────┘Customizing Templates
Header Section
- Upload company logo (recommended: 200x80px PNG)
- Company name, address, phone, email
- Website URL
- GST/Tax registration number
- RERA number (Real Estate)
Color & Branding
- Primary color — Used for headers and accents
- Secondary color — Borders and backgrounds
- Font — Choose business-appropriate font
- Layout — Modern, Classic, Compact, or Minimal
Line Items Table
Customize visible columns:
- Item name / Description
- HSN/SAC code
- Quantity
- Unit price
- Discount (% or amount)
- Tax rate and amount
- Line total
- Custom columns
Footer Section
- Payment terms and conditions
- Bank account details (for bank transfer)
- UPI ID / QR code
- Thank you message
- Signature block
- Cancellation policy
Template Variables
Auto-populated from record data:
— Document number— Issue date— Payment due date— Bill-to name— Customer email— Customer phone— Full address— Pre-tax total— Tax total— Final amount— Total in words— Your company name— Your logo image
Pre-Built Templates
Modern
- Clean, minimal design
- Large logo at top
- Blue accent color
- Rounded corners on table
- Professional footer
Classic
- Traditional business format
- Full-width header with all company details
- Bordered table with alternating row colors
- Detailed footer with terms
Compact
- Space-efficient layout
- Smaller fonts
- More items per page
- Ideal for long invoices
Minimal
- White space focused
- Essential info only
- No borders on table
- Very clean appearance
Multiple Templates
Create different templates for different purposes:
- Standard Invoice — Regular customer billing
- Proforma Invoice — Pre-payment estimate
- Tax Invoice — With full GST details
- Export Invoice — For international customers (no local tax)
- Credit Note — For refunds/adjustments
Setting Default Template
- Settings → Document Templates
- Click ⭐ on the template you want as default
- All new documents use this template unless changed
Selecting Template Per Document
- Create/Edit an invoice or quote
- Click Template dropdown at the top
- Select the desired template
- Preview updates immediately
PDF Generation
Generating PDFs
- Click Download PDF on any invoice/quote
- Or Print for direct printing
- PDF uses the selected template layout
PDF Quality
- High-resolution logo support
- Proper page breaks for multi-page documents
- Headers/footers repeat on each page
- Consistent formatting across browsers
Sharing Documents
Via Email
- Click Send → Email opens with PDF attached
- Subject auto-filled: "Invoice INV-001 from Company Name"
- Body uses email template (customizable)
Via WhatsApp
- Click Share → WhatsApp → Send as document
- Customer receives the PDF in chat
- Tracked in communication timeline
Via Link
- Generate a shareable link
- Customer can view online without downloading
- Link can be set to expire after X days
Tips
- Upload a high-quality logo — It represents your brand on every document
- Include bank details — Makes it easy for customers to pay
- Set default template — Saves time on repetitive document creation
- Preview before sending — Always check how it looks in PDF
- Use amount in words — Reduces payment errors for large amounts
- Keep terms clear — Payment terms, late fees, warranty info
- Multiple templates — Use different looks for different customer segments