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How to attach general terms and conditions to your quotes and invoices

Learn how to automatically include your general terms and conditions when sending quotes and invoices in Invoice Office. Set it up once in the design editor.

Updated 4 min read

To attach your terms and conditions to every invoice and quote in Invoice Office, you add the file once to your document design. From then on, your general terms and conditions (algemene voorwaarden) go out with each quote, invoice or order confirmation you email, and nobody has to remember to attach them by hand.

There are two ways to show your terms and conditions to a customer, and you can use both:

  • As an attached file — your terms and conditions PDF, sent with the document. Set in the document design.
  • As text printed on the document — a short terms passage at the bottom of the page. Set in Settings → Document terms.

Open your document design

  1. Go to Settings → Documents → Document designs.
  2. Pick the design to work on. Each document type has its own — Document, Invoice, Quote, Order confirmation, Credit note and so on — and the Document design is the base the others follow.
The Document designs list in Invoice Office with one design per document type — Document, Consignment, Credit Note, Invoice, Order Confirmation, Packing Note, Payment Reminder, Purchase order and Quote — with the Quote design outlined in red

New to the editor? See Create and manage your document design templates for a tour of it.

Upload your terms and conditions PDF

The setting is called Attachments. In the basic editor it is at the top of the Page tab; in the advanced editor it sits under Settings on the Document design side.

  1. Open the Page tab.
  2. Under Attachments, click Upload and choose the PDF with your terms and conditions.
  3. Click Save in the top right corner.
The base Document design open in the Invoice Office basic editor with the Page tab selected; the Attachments section shows an Upload button, outlined in red, above the Page settings, with a document for Trey Research Ltd in the preview

Upload it to the base Document design and every document type that follows the base picks it up.

Choose which document types send it

Each design for a specific document type has a Use default design switch under Attachments. While it is on, that design uses the attachments of your default Document design. Turn it off to set the attachments for this one document type only.

The Quote design in the Invoice Office basic editor with the Page tab open; the Use default design switch under Attachments is on and outlined in red, beside a quote for Trey Research Ltd

That gives you three set-ups:

  • Same terms on everything — upload to the Document design and leave Use default design on in the other designs.
  • Terms on quotes and invoices only — upload to the Document design, then in the designs that should not carry them (a packing note, say) switch Use default design off so they no longer take the base design’s attachments.
  • Different terms per document type — switch Use default design off on the Quote, Invoice or Order confirmation design and upload that type’s own PDF there.

Because a design can also be assigned to a single customer, you can send one customer a different set of terms — see Choosing a design template for a particular customer.

What your customer receives

When you email a quote or invoice, the attachments from its design go out with it as separate files, next to the PDF of the document itself. The Send e-mail with PDF window has its own Attachments tab next to General and Email settings — see Send a document to multiple email addresses for that window.

Need a file on one document only, such as a drawing that belongs with a single quote? Use the Attachments button on the document itself instead — see Add an attachment to your document.

Print a short terms text on the document as well

An attached PDF holds your full conditions. Many businesses also print one or two lines on the document itself — “This quote is valid for 30 days. Our general terms and conditions apply.”

  1. Go to Settings → Document terms and open the terms for the document type and language.
  2. Write the text in Document terms & conditions.
  3. Switch on Show text on document and click Save.
The Document terms window in Invoice Office for a Quote in English (UK), named Quote terms, with Invoice expires after days set to 30 and a short terms text in the Document terms & conditions editor; the Show text on document switch is outlined in red

More on these settings in How to use document terms.

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