Change a document template

A document template sets how a kind of document looks when Books issues it: the layout, your logo and colour, one or two languages, which optional parts print, which custom fields appear, a header line and your terms. A live preview shows the result before you publish.

Before you start

• You need the right Manage Studio (fields, layouts, statuses, rules, templates).
• To print a custom field, tick Show on documents on the field first: see Add a custom field.

Steps

1. Open Studio → Document templates.
2. Pick the document, for example Invoice, Quote / proposal, Credit note or Delivery note.
3. Under Layout, choose Classic, Modern or Compact.
4. Tick or untick Show the logo, and type an Accent colour as #RRGGBB.
5. Choose the Main language and the Second language, or One language only.
6. Under Parts of the document, tick Hide … for optional parts you do not want, such as Item codes, Salesperson or Signature line.
7. Under Custom fields on the document, tick the fields to print.
8. Type the Header line and Terms in each chosen language.
9. Select Save draft and check the Preview beside the form.
10. Select Publish in the bar at the top.

Good to know

• Always printed. The seller's and buyer's tax numbers, the tax amounts, the legal title (for example Tax invoice), the seller's address and the e-invoice line can never be removed.
• Issued documents keep their version. Each issued invoice or quote is stamped with the template version it was issued with, and always prints with that version. A new version applies to documents issued after you publish it.
• Which documents use templates. Books applies them to invoices, quotes, credit notes and delivery notes. The statement, reminder, purchase order, work report and contract templates can be prepared and published, but their apps do not read them.
• Custom field labels are copied into the template when you publish, so renaming a field later does not change issued documents.
• Related: Publish a change or go back to a version.