Document templates are a flexible tool giving you full control over the design and branding of your outgoing documents, such as invoices, quotes, and credit notes. This feature enables you to customize the document's appearance to align with your company’s identity through an interactive, direct editing experience. You can modify every detail—including the logo, fonts, margins, and colors—while viewing real-time updates on the final design.
Customization extends beyond aesthetics to data structure as well. You can reorder table columns, adjust their widths, and rename field labels directly within the template. This ensures information is presented exactly as your business requires, with an instant preview that guarantees a perfect match between what you see while designing and what your clients will receive.
Managing Document Templates
Click on "Document Templates" from the main menu. Select the specific document type you wish to filter by, or keep all templates visible, then select an existing template to edit.
Or click on the "Create document template" button, then select the desired template type (e.g., Invoice) to create a new template.
Basic Template Settings
Template name: A field to enter a unique name for this layout so you can identify it later when using it for this type of documents (e.g., Template 11).
Make default: A toggle switch you can use to set this template as the automatic design applied to all your outgoing documents for this document type.
General style
Switching base styles: Allows you to choose between two base styles: "Standard" or "Bordered".
Switching effect: When selecting a specific style, the table layout and data arrangement change immediately in the preview, allowing you to choose the best fit for your company identity.
The "Bordered" style template displays document content in both Arabic and English simultaneously, which is consistent with the requirements of some official authorities like in Saudi Arabia.
Therefore, the "Bordered" style is automatically activated as the default template for invoices, quotes, and proforma invoices for organizations newly created in Saudi Arabia starting from October 8, 2025.
As for organizations created before this update, the "Bordered" style will not be automatically applied as the default; however, you can manually set it as default via the "Document Templates" page.
Determining the Invoice Title in the PDF File
The title of the invoice or credit note displayed in the PDF file depends on your tax registration status and the title defined in the document template.
If the organization is not registered for VAT,
the system will use the title written in the document template as is, and you can modify it freely within the template settings.
If the organization is registered for VAT,
the system will check the template title:
If the title does not include the words “Tax Invoice”, the system will automatically set the title to “Tax Invoice” to ensure tax compliance.
If the title already contains the words “Tax Invoice”, the system will use the title as is without any modification.
This update ensures compliance with tax regulations while maintaining full flexibility to customize the document template.
Page Orientation (Portrait or Landscape)
You can choose the page orientation of your document templates directly from the document template settings, whether Portrait or Landscape.
Portrait is the traditional format used for most documents. However, Landscape is recommended when the document includes a large number of columns or detailed line items, as it provides additional horizontal space for clearer data presentation.
When you select Landscape orientation, the preview updates instantly to reflect the new layout. This change only affects the visual formatting of the document and does not impact any data or accounting entries.
Colors and Fonts
Headings Color: You can choose a custom color for all side headings (such as Customer, Date, Invoice Number).
Headings Font Size: Control the font size of these headings to make them more prominent or smaller, depending on your preference.
Text Color: Defines the color of the information and data written inside the invoice.
Text Font Size: Adjusts the overall font size of the text and data within the document.
These sizes and colors are applied across all headings or text elements in the document.
However, you can customize the size of a specific heading or text individually by adjusting it directly within the document itself, as we will explain in the following sections.
Margins
These fields allow you to precisely control the white space surrounding the content from all four sides:
Top and Bottom: To adjust the space between the content and the top and bottom edges of the page.
Left and Right: To ensure the text does not collide with the paper edges when printing.
Enter the values manually in these fields, and you will immediately notice the content expanding or contracting in the preview.
Edit the Template and Preview Changes Instantly
Instead of navigating through side menu, you can now edit your document details by clicking directly on elements within the preview.
All changes appear in real time, without the need to click the “Preview” button every time to see your updates.
Rename certain labels: You can click on some subheadings (such as Invoice Number or Reference Order) and rename them directly to better match your business needs.
Show or hide specific fields:You can hide fields you don’t need to simplify the invoice layout, such as:
(Project Number – Due Date – Reference Number – Order Number – Project).Control margins and sizes: You can drag and adjust margins and element sizes (such as the logo and invoice title) directly within the template to fine-tune spacing and layout.
Final Preview and Testing
All changes appear instantly as soon as you make them, allowing for real-time preview.
In addition, you have several ways to ensure the final design quality after saving:
Preview from templates: After clicking “Save”, you can return to the Documents page at any time and click on the template you want to review its details.
Test using a real document: If the template is a default one, you can navigate to any invoice, quotation, or other document—depending on the template type you edited and want to review—then open one of your existing documents.
You’ll notice that the document reflects the exact changes you applied to the template, allowing you to see how your actual data appears with the new design.
From the document page: Create a new document of the same document template type, or edit an existing one.
Select the template you edited, then save it or click “Download / Print” to preview the final result.
Comments
0 comments
Please sign in to leave a comment.