Working with document templates

Do you often make almost the same quote or invoice? With a document template you define the content once: the lines, the intro text, the remarks and the reference. After that, you start a new document from that template and only fill in the customer and whatever is different.

Useful for example for a standard quote for an installation, a fixed maintenance contract or a monthly invoice with the same services.

Document template, composite product or layout?

Document templates are available in the same plans as composite products, so they depend on your subscription. To create or use templates, you also need to be allowed to see product prices. Without that right, you can only view a template.

Create a template

1. Click Products in the main menu
2. Select Document templates
3. Click Add

Then fill in the template:

• Title: the name you will find the template under, for example Standard installation quote
• Add description (optional): an internal note that does not appear on the document
• Default document type: the document type you usually create from this template, for example a quote. You can also use the template for other document types.
• Reference / Title (optional): the reference that goes on the new document
• the lines, the Intro text and the Remarks

You add lines just like on a regular invoice or quote: free lines, products from your catalogue, composite products and blocks. Amounts in a template are always excluding VAT.

Click Save when you are done.

💡 Tip: A template can contain at most 500 lines and 100 blocks or separate lines.

Save a document as a template

Already have a quote or invoice you want to reuse? Turn it into a template right away:

1. Open the document
2. Click the Save as template icon in the action bar
3. Give the template a Title and optionally an internal Description
4. Choose whether to include the intro and remarks (Include intro and remarks) and the reference (Include reference)
5. Click Save

The lines are always included. The customer, document number and dates are not. The document itself does not change.

Start a new document from a template

1. Go to the overview of the document type you want to create, for example Quotes or Invoices
2. Click the arrow next to the button for creating a new document
3. Choose New from template
4. Select a template. On the right you see a preview of its contents with the total excluding VAT.
5. Click the confirm button, for example Create Quote

You get a new document with the lines, intro text, remarks and reference from the template. Choose the customer, adjust what is needed and save as usual.

The list shows the templates for the document type you are working on at the top (For this document). Below them you find the templates of Other document types, which you can use too. Use the search field to quickly find a template by title.

You can also start from the template itself. Open it under Products > Document templates and click the button with the default document type, for example Create Quote. Use the arrow next to it to choose another document type.

New from template works for quotes, invoices, pro forma invoices, credit notes, delivery notes and purchase orders.

💡 Tip: Is your document calculated including VAT? Then the prices from the template are converted automatically, just like when you add a product.

Edit or delete a template

Go to Products > Document templates. Through the menu next to a template you can Edit, Duplicate or Delete it. Editing a template does not change any documents you created with it earlier.