PDF Templates

Q1. What transactions can I customize?

• You can customize PDF templates for the following transactions:

  • Invoices

    • Invoice

    • Delivery Slip

    • Invoice Payment

  • Customer Credits

    • Customer Credit

    • Customer Refund

  • Orders

    • Sales Quote

    • Purchase Order

    • Delivery Slip

  • Customer Statements

    • Statement of Balances and Accounts

Q2. How do I create a new PDF template?

• Go to Settings → Templates → PDFs, then select a tab (Invoices, Customer Credits, Orders or Statements) and click New Template.

Q3. What sections in the PDF can I edit?

• You can edit the following sections within a PDF:

  • General
    Choose from 5 template styles (Classic, Bento, Formal, Overlay, Smooth), customize template name, colors, fonts, and add a unique logo per template.

  • Header
    Customize title, document details, references, dates, terms, company info, contact details, GST/VAT ID, delivery, and address format.

  • Table
    Enable/disable tax info, adjust row spacing (Standard, Compact, Relaxed), and customize column headers, widths, and visibility.

  • Total
    Enable/disable the total section, adjust spacing, configure balance labels, and add a tax summary for detailed breakdowns.
    Note: Applies to all templates except customer statement

  • Footer
    Enable payment options for invoices and edit note titles for both invoices and customer credits.

    • Note: Applies to all templates except invoice payment and customer refund

  • Supporting Table
    Enable a table that is appended as a separate page after the main document

    • Note: Applies to all PDFs that can be emailed in Juan: Invoices, Customer Credit Note, Sales Quote, and Purchase Order

• To apply the changes made in these sections, click Update Preview.

Q4. How do I use Supporting Table?

• Open or create an Outgoing Template (Invoice, Customer Credit Note, Sales Quote, or Purchase Order) and enable Supporting Table.

  • Note: The supporting table always appears on a separate page after the main document. For example, if your PDF occupies two pages, supporting table will appear on the third page.

• Enter a title for the table. This title will appear in the generated PDF.

• Add up to 10 columns. Set the alignment and width for each — widths always total 100% and auto-adjust.

• On the transaction where the template applies, click the Supporting Table icon. The table appears in edit mode at the bottom of the transaction.

• Fill in the column details. Use the settings icon inside the table to disable any columns you don't need.

• Preview the PDF before saving to confirm the layout.

Q5. Can I duplicate templates or organize them?

• Yes, you can duplicate templates.

Q6. What are default templates, and how do they work?

• There are two types of default templates:

  • Template default for the organization: This is the default for all contacts unless a specific contact default is set.

  • Template default for a contact: Applied when a specific PDF template is set under Contacts. It overrides the organization default when the contact is selected during transaction creation or editing.

Q7. Can I set default PDF templates during the contact import process?

• Yes, default templates can be assigned during contact import. The contact import template includes columns for selecting a PDF template per contact.

Q8. What happens if I update an existing template?

• Updating a template applies changes to future transactions but previous PDFs remain unaffected.