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Customize your invoices with templates

Prepare a reusable layout for your invoices and quotes: logo, color, payment terms and messages.

Billing6 min read
Table of contents+

A template brings together everything that gives your invoices and quotes their look: logo, color, payment terms, printed messages and QR-bill display. You can prepare several, for example one per brand or per language, then choose which one to use on each document.

1. Open your templates

Open BillingTemplates in the sidebar. Your company already has a first template, created automatically when the company is created: it is called Default and carries the Default badge. Select a template in the list to edit it. On a large screen, a preview of the invoice updates next to the form as you type. This page is reserved for members who are allowed to edit invoicing.

2. Create a template

  1. Click the + button, to the right of the search field. The template is created immediately, black and without a logo, and opens in the form.
  2. Replace its temporary name, for example Default template #2, in Template name. Despite this name, it does not become the default template.
  3. Fill in the fields described in the next step.
  4. Click Save.

3. Fill in the template

  • Template name: visible only in Bill Alps, it is not printed.
  • Language: language of the preview. The language of the default template also becomes the starting language of new documents.
  • Logo: click Upload logo (PNG or JPEG, 2 MB at most) or, if your company has one, Use company logo. The cross on the image removes the logo. These actions apply immediately, without going through Save.
  • Logo size: slider from 0.5x to 2x, visible as soon as a logo is available.
  • Primary color: it is used for the title, the amount due and the table header (with white text), among other things. The picker shows White text readable or Low contrast on white to help you choose.
  • Default currency: the currency of the default template becomes the starting currency of new documents.
  • Payment terms: free text, for example Net 30 days, copied into the Terms field of the document. It is printed as is and does not calculate the due date.
  • Thank you note: short message printed at the bottom of the document. On a document, the notes in the Notes & remarks section replace it if you fill them in.
  • Footer note: small note printed on all documents that use this template; it cannot be changed document by document.
  • Show QR-Bill: adds the QR payment slip to invoices.

4. Set the default template

The default template is preselected on every new invoice, new quote and new recurring invoice. Its Language and Default currency serve as starting values. To change it, select another template and click Set as default, below the form: the Default badge immediately moves to that template.

5. Choose a template on a document

In the editor of an invoice or a quote, the Template field is in General information. The recurring invoice form has the same field. If no template is selected, the document uses the default template.

  • In the editor of an invoice or a quote, choosing another template replaces the Currency (if the template has one) and the content of Terms. The document language does not change.
  • On the page of a draft invoice or quote, the selector at the top right changes the template directly, without touching the currency or the terms.
  • On an invoice, the Show QR-Bill checkbox, below the notes, overrides the template setting for this document. Reset (use template setting) restores the template setting.

6. Edit or delete a template

A deleted template disappears from the list and can no longer be chosen on another document. The invoices and quotes that used it keep their layout: their Template field shows it with the Deleted badge, until you choose another one.

7. Templates and company branding

My companyBranding also contains a Logo and a Brand colour, but they do not play the same role:

  • Logo: the template's logo takes priority. If the template has none, invoices and quotes show the company logo. Payslips always use the company logo.
  • Color: invoices and quotes use the Primary color of the template, not the Brand colour. The latter is used, among other things, for the emails sent by Bill Alps. Since a new template is black, enter your color there if you want to see it on your PDFs.

Your template is ready: you can move on to creating an invoice.