How to Create Invoice Templates

This guide explains how to design a custom invoice layout, save it as a reusable template, and access it from your library to speed up your billing process.

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1. Designing the Layout

To start, create a new invoice and clear out the default text to begin with a blank canvas.

1. Essential Elements: Ensure you keep the Issue Date and Due Date elements. These are functional fields that control the invoice timeline, so they must persist.
2. Add Images: Open the Media Library from the left sidebar. Drag and drop your logo or banner image into the invoice (e.g., top-left corner).
3. Positioning: You can drag elements around the canvas to arrange headers, tables, and images exactly where you want them.

2. Adding Dynamic Data

Use Dynamic Tags

To make the template reusable for any customer, use dynamic data tags instead of typing static names or values.

• Recipient Details: Add a "To" text block. At a minimum, you should insert the Recipient Full Name, but you can optionally add:
  • Recipient Email
  • Recipient Phone
• Sender Details: Add a "From" text block. You can customize this to show as much contact info as you like, such as:
  • Sender Full Name
  • Sender Phone
  • Sender Email
• Invoice Metadata: Insert the Invoice Number tag where appropriate.

Automation

When you apply this template later, these tags will automatically pull the correct information based on the Customer you select.

3. Saving the Template

Once you are happy with the layout and branding:

1. Click the Save as Template button.
2. Enter a name for your template (e.g., "Standard Branding" or "Consulting Template").
3. Click Save.

Note

You do not need to send an actual invoice to save a template. If you see a warning about "Product minimum amounts" (e.g., from Stripe), you can ignore it if you are simply saving the layout to the library.

4. Using a Template

There are two ways to apply a saved design to a new invoice:

Option A: From the Create Screen

When starting a new invoice from scratch:

1. Click Create Invoice.
2. Locate the Template Dropdown menu.
3. Select your saved template from the list.

Option B: From the Templates Library

1. Navigate to the Templates Library.
2. Find your saved template in the list.
3. Click Use Template.
4. Select your Customer (e.g., James Smith).

The system will load your layout and instantly fill all the dynamic fields (Name, Email, Address, etc.) with that specific customer's information.

5. Deleting a Template

If you no longer need a specific layout:

1. Go to the Templates Library.
2. Locate the template you want to remove.
3. Click Delete Template.
4. Confirm the deletion.