Create an Invoice/Estimate Layout
Add your business details to the invoice
The business details that appear at the top of the invoice (business name, address, phone, email, and tax or commercial registration number) come from two places: their values are entered once in General Settings, and the layout decides which of them appear and in what order from the Business info section.
Step 1: Enter your business details in General Settings
- From the main menu, click Settings, then General Settings.
- Complete the Business Name, the address fields, City, Telephone, and Mobile.
- Complete the two registration fields; their names vary by the account’s country (in Saudi accounts, for example: VAT Number and C.R / Unified Number).
- Upload your business logo if you want it to appear on the invoice, then save.
Step 2: Show the details in the invoice layout
- Open Invoice/Estimate Layouts, click the ⋯ menu next to the layout you use, then click Edit.
- From the side menu, click Business info.
- Add the placeholders you want to show by clicking them in the PlaceHolders list, or type them where you need them, and arrange them on separate lines.
- Click Save at the top of the screen. The message Invoice layout has been saved appears. Print an invoice to check the result.
| Placeholder | Shows | Value source in General Settings |
|---|---|---|
| {%business_name%} | Business name | Business Name |
| {%address1%} {%address2%} | The two address lines | Address |
| {%city%} {%state%} {%postal_code%} | City, state, and postal code | City / State / Postal Code |
| {%full_business_address%} | The full address on one line | Address fields |
| {%telephone%} | Telephone | Telephone |
| {%mobile%} | Mobile | Mobile |
| {%business_email%} | Account email | |
| {%site_bn1_label%}: {%site_bn1%} | The name and value of the first registration field (such as the tax number) | First registration field |
| {%site_bn2_label%}: {%site_bn2%} | The name and value of the second registration field (such as the commercial registration) | Second registration field |
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Warning: When a new layout is created, the tax number and commercial registration that exist at that time are written in the Business info section as fixed text, not as placeholders. If you change them later in General Settings, they don’t change in the layout automatically; edit the text in the section, or replace it with the {%site_bn1_label%}: {%site_bn1%} and {%site_bn2_label%}: {%site_bn2%} placeholders so they update automatically.
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Note: If the Branches app is enabled, you can show the invoice branch details instead of the main business details using branch placeholders, such as {%invoice_branch_name%}, {%invoice_branch_address1%}, and {%invoice_branch_phone1%}; their values are taken from the branch details. Layouts are specific to each branch, so edit each branch’s layout separately.
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Note: The second address field is removed automatically from a new layout if it was empty in General Settings when the layout was created; if you add it later, add the {%address2%} placeholder manually.
FAQs
How do I add my business details (name, address, and tax number) to the invoice?
Enter the details in General Settings, then open the layout → Business info and add the placeholders you need. See Add your business details to the invoice.
I changed the tax number in the settings, but it didn’t change on the invoice. Why?
Because the number is written as fixed text in the Business info section since the layout was created. Edit it in the section, or replace it with the {%site_bn1%} placeholder.
How do I edit the header and footer of an estimate?
An estimate is printed with one of the invoice layouts, so its header and footer are edited from the layout itself:
- Open Invoice/Estimate Layouts, click the ⋯ menu next to the layout used for estimates (it shows Estimate next to Default for), then click Edit.
- From the side menu, click Header to edit the top of the page, and Footer to edit the bottom of the page.
- Click Save at the top of the screen.
- To use another layout for all estimates, open it and turn on Set this layout as default for estimates in Template Details.
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Note: The Notes section is different from the Footer; the footer appears at the bottom of the page. To change the layout of a single estimate only, choose it from the Invoice Layout field in the estimate form. Any change to a layout appears in all documents that use it, including invoices.