Customize Style and Layout of Invoice PDF Template

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Customize the Style and Layout of your Invoice PDF Templates

In the world of business, consistency is key, and OctopusPro’s invoice PDF customization feature serves to enhance your brand identity and meet your specific business needs. This feature enables you to control and personalize the design, style, and information displayed on your invoice PDF attachments, offering a multitude of customization options.

Whether you wish to adjust the font style, size, or color, insert your business logo and align it accordingly, or add additional information in your invoice header and footer, OctopusPro has got you covered. You can even set your own payment terms and regulations to be displayed on your invoices, thus ensuring your clients are well informed at all times.

From controlling the visibility of service cost breakdown and scheduled appointments in your quotes and invoices, to customizing the color of your invoice borders and uploading your business logo, the power to shape your invoice PDF attachments to mirror your brand style is right at your fingertips.

With OctopusPro’s Invoice PDF Customization, you gain the advantage of making your invoices more than just a payment request; they become an extension of your brand identity, leaving a lasting impression on your clients.

Navigate to Settings > Financial Settings > Invoice Settings, and take control of how your invoice PDF attachments look, feel, and communicate. Leverage the potential of OctopusPro and turn your invoices into effective branding tools today.

Table of contents:

Navigate to Settings > Financial Settings > Invoice Settings

You will be redirected to the invoice settings page, where you can edit and thoroughly control the invoice PDF attachments sent to your customers.

You can control the visibility of the service cost breakdown in your quotes and shared invoices with your clients, by switching the toggle button to visible or hidden. Note that the toggle button will be switched to visible by default. 

How to display or hide the service cost breakdown in invoice PDF template?

By switching the toggle button to display the service cost breakdown, it will appear in the customer invoice PDF as the unit price measurement to charge for this service, depending on how the admin user has set to charge for the service.

To view the invoice PDF, navigate to Invoices > All Invoices> On the invoice list page, click on the Actions button, then select Preview invoice

If you prefer not to show the service cost breakdown on your invoices, you can switch the toggle button to hidden, the service cost breakdown for this service will disappear from the customer invoice PDF and only the quantity and subtotal price of the service will appear.

How to display or hide the service cost breakdown in quotes?

By switching the toggle button to display the service cost breakdown, it will also appear in the quote PDF, as the unit price measurement to charge for this selected service, depending on how the admin user has set to charge for the service.

To view the quote PDF, navigate to Quotes > All Quotes > On the quote list page, from the actions button select Preview PDF

If you prefer not to show the service cost breakdown on your quote PDF attachments, you can switch the toggle button to hidden, the service cost breakdown for this service will disappear from the quote PDF and only the quantity and subtotal price of the scheduled service will appear.

How to display or hide the date and time of scheduled bookings in invoice PDF template?

You can also control the visibility of the scheduled appointments in your invoice PDF by switching the toggle button to visible or hidden. The toggle button will be switched to visible by default.

By switching the toggle button to display the scheduled appointments, the start and end date and time of the scheduled booking will appear in the customer invoice PDF as shown below.

If you prefer not to show the scheduled appointment on your invoice PDF, switch the toggle button to hidden, and the start and end date and time of the scheduled booking will not be displayed on the customer invoice PDF.

You can also customize your invoice PDF to your preference the way that best suits your branding and business styles. 

How to change the font size in invoice PDF template?

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, you can set the font size of your invoice PDF by entering the preferred size in the empty field. 

The default font will be set to 12 but you can change it to what fits your business and preference. Note that the font size of your text will affect the size of your invoice PDF, by setting the font number to 16, your invoice size will be bigger.

How to change the font style in invoice PDF template? 

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, you can also select a font style from the available options from the dropdown list, note that the font style will also affect the size of your invoice.

Upon selecting the font type “Georgia” from the dropdown list, this is how the text on your invoice PDF attachments will look.

How to control the logo alignment in invoice PDF template?

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, you can control the alignment of your invoice logo on your invoice PDF, select an alignment from the dropdown list available, and align it to the left, right or centre of the PDF file like how you usually would for your business.

After picking your company or business logo and uploading it, you can align it how you see fit. For example, by selecting center, the logo will be aligned on the top of the invoice PDF attachment in the centre as shown in the image below.

How to change the font colour in invoice PDF template? 

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, you can customize the colour of your font on your invoice PDF, and pick a font colour for your invoice PDF, which will be the selected colour for all the text in your invoice. Click on the dropdown arrow to select a colour from the saved colours, or click on advanced for a more colour variety to pick from.

For example, when selecting the colour blue for the invoice font colour, this is how all the text will appear in the invoice PDF attachments.  

How to change the colour of the borders of invoice PDF template?

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, you can also customize the colour of the borders on your invoice PDF attachments, to suit your business colours. Click on the dropdown arrow to select a colour from the saved colours, or click on advanced for a more variety of colours to pick from.

For example, by picking the colour green, this is how all the borders on all invoice PDF attachments will appear. 

How to upload a logo on the invoice PDF template?

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, you can upload a logo for your invoice PDF, it is required to pick a JPG file for your logo, which will appear on the top of your invoice PDF.

How to insert a text on the invoice PDF template header?

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, if you have any additional information to add, insert in the empty box field the text you wish to display in your invoice header, which will appear on the top of your invoice PDF attachment. You can control the font type, colour, size, and more, and customize it to fit your brand.

Any additional information or notes added in the invoice header field box will appear on the top of your invoice PDF attachments, as shown in the image below.

How to insert a text on the invoice PDF template footer?

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, you can also insert in the empty box field the text you wish to display in your invoice footer, which will appear on the bottom of your invoice PDF attachment. You can control the font type, colour, size, and more, and customize it to fit your brand. 

Any additional information or important notes added in your invoice footer field box will appear on the bottom of your invoice PDF attachments as shown in the image below.

How to add terms and payment advice in invoice PDF template?

Navigate to Settings > Financial Settings > Invoice Settings

From your invoice settings page, you can then add your business Terms & Payment Advice which is usually defined in your terms and conditions and agreed by your customer, to be displayed on every invoice you create. You can either enter your terms and payment advice as text to be displayed at the bottom of the PDF template or upload a PDF document that gets attached as an additional file when sending invoices to your clients. 

Then click Save changes.

When you add your Terms & Payment advice as a text, this is how it will appear on the bottom of your invoice PDF attachments, as shown in the image below.

OctopusPro’s Invoice PDF Customization is an advanced feature that gives you full control over the appearance, style, and information displayed on your invoice PDF attachments. This tool is designed to help you create invoices that not only serve their functional purpose but also resonate with your brand identity and communicate your business ethos effectively.

From font size, style, and color to logo placement, this feature allows you to make precise adjustments to meet your brand’s requirements. You can insert your business logo, control its alignment, and ensure it stands out prominently on every invoice.

Additional information can be added in your invoice header and footer, further personalizing your invoices and making them unique to your business. You can also set your own payment terms and regulations to be displayed on your invoices, ensuring your clients always know what’s expected.

Visibility of the service cost breakdown in your invoices and quotes can be controlled according to your preference. You can decide whether or not to display the date and time of scheduled bookings in your invoice PDF attachments, giving you an added layer of control over the information you share.

The feature even extends to the visual aspects like border colors, allowing you to fine-tune every element to echo your brand colors. Additionally, you can add terms and payment advice, either as text or an uploaded PDF, further enhancing the professionalism and transparency of your business.

In summary, OctopusPro’s Invoice PDF Customization feature equips you with a powerful tool that goes beyond just creating invoices. It enables you to weave your brand identity into every invoice, transforming a mundane transactional document into a potent brand communication medium. It’s user-friendly, detailed, and designed to empower your business to make a powerful impression with every invoice sent.

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