You can customize your invoice or document layout from your document design: which blocks appear, where they sit on the page, and the fonts, colours and spacing they use. This guide walks through the basic editor, which most companies use, and notes where things sit in the advanced editor.
Step 1 — Open your document design
Go to Settings → Documents → Document designs, pick the language, and open the design you want from its row. To change something for every document type at once, open the design whose document type is Document — the base the other designs follow.
Step 2 — Find your way around the editor
The basic editor has three tabs on the left:
- Blocks — every block the document can contain, each with a switch to show or hide it and a gear icon that opens its settings. Below the list, Templates offers ready-made layouts.
- Page — things that belong to the whole page: Attachments, Background image, Show header and logo on every page and a Cover page.
- Settings — General (orientation and the email opened and email received notifications; see How does the viewer status icon work with sent emails?) and Field names and values (see How to change the label name).
Your document sits in the middle and updates as you work. Undo, redo and Preview are in the middle of the toolbar; the unsaved-changes dot and Save are on the right.
In the advanced editor the toolbar has a Document design / Document template switch. The blocks, the page settings, dragging and styling are on the Document template side, which is shared by every design that follows that template. The Document design side holds General, Attachments, Terms and Field names and values for this one design, plus the content of the text blocks, the table’s columns and the document details.
Step 3 — Turn blocks on and off
The blocks are Logo, Company details (your header and footer texts), Billing address, Shipping Address, Document detail (number, dates, references), Introduction text, Document table, Closing text, Document terms & conditions, Custom image and Custom text. Switch a block on and it appears on the page; switch it off and it is gone from the document.
Step 4 — Move blocks into place
Hover over a block on the page and a small toolbar appears:
- Move — drag the block by this handle to another row. Once a block is selected you can also drag it by its body.
- Move left / Move right — swap it with its neighbour in the same row.
- Full width — give it a row of its own.
- Style — open its style settings.
- Hide — take it off the page.
A row holds up to three blocks side by side. Drag a whole row by its Move row handle, and click a row to choose how its width is split between its blocks. Blocks always fall into rows and columns — there is no free positioning at an exact spot.
Step 5 — Style a block
Click a block, or its gear icon in the list, and the right-hand panel shows that block’s settings with Content and Style tabs.
- Content is what the block shows — the logo and its position, the table’s columns, the texts.
- Style is how it looks — font colour, size and family, text alignment and bold, italic or underline.
On an invoice, quote or other design — not the base Document design — a block can have Use default at the top of its panel. While it is on, the block follows the base design and its settings are locked; switch it off to change that block for this design only.
In the basic editor an invoice, quote or other design can also have Use default design at the top of the Settings tab. While it is on, the whole design — layout, blocks and styles — follows your base design and the Blocks and Page tabs are locked; switch it off first.
With no block selected, the panel shows the style of the whole page. Switch on Apply to whole design and the font you set there overrules the font of every block.
Colours, fonts and spacing
Font colour, size and family live on the Style tab of whatever you have selected. The document table has extra settings there: Line height for how much room each product line takes, separate fonts for its Heading and Rows, and a Sub total tab for the totals — see How to increase the document table line height.
Save
Click Save. The dot beside it shows you have unsaved changes, and Preview shows the document as it will print.
Remember it is per language
A design belongs to one document type and one language. Setting up an English invoice does not touch your Dutch one — switch language on Settings → Documents → Document designs and do it there too.