Creating an Invoice/Estimate Printable Template Layout

The invoice layout designer lets you design how invoices, estimates, sales orders, notes and refund receipts look when viewed and printed: the logo, your business and client details, item columns, labels, colors and fonts, and extra fields. This guide explains the steps to create a layout, and everything you can add, hide or rename in it, including hiding the paid amount and balance due from the invoice.

Creating a new layout

1. From the main menu, click Templates, then Printable Templates, and choose Invoice/Estimate Layouts.
2. Click New Layout and choose one of the ready-made layouts to start from. Or click Clone on an existing layout to edit a copy of it.
3. Edit the sections from the sidebar; the changes appear in the preview right away.
4. Enter the layout name in Template Name and set the Template Details.
5. Click Save.

From the layouts list, each layout has: Edit, Edit Html, Clone, Delete and Mark as Voucher. The default layout shows Default for: followed by the document types it is used for.

Template details

Option	What it does
Template Name	The layout name (required).
Set this layout as default	Makes it the default layout. From More Options:, choose the documents it is the default for: invoices, estimates, sales orders, time invoicing, credit notes, refund receipts and debit notes.
Don’t show the currency symbol in the items list	Hides the currency symbol from item prices.
Always show “Paid Amount” and “Balance Due”	Shows the paid and balance due rows in the invoice. Details.
Add Shipping Details (Secondary Address) to the invoice	Shows the shipping address.
Quantity & unit price options	Show unit price before quantity, show quantity before unit price, or hide quantity and unit price.

Layout designer sections

Section	What you can do
Title	The title of each document type: Invoice Title, Estimate Title, Draft Invoice Title, Sales Order Title, Credit Note Title, Refund Receipt title and Sales Debit Note Title. (The section appears in layouts that support a variable title.)
Logo	Upload the logo (up to 1 MB, JPG, PNG or GIF) and set its width and height. If there is no logo, its space disappears.
Business info	Your business details (name, address, tax number…) as placeholders; add or remove what you want.
Client info	The client details that appear in the invoice as placeholders; add or remove what you want.
Shipping info	The shipping details; they appear when shipping details are enabled.
Item Columns	Choose and name the item table columns. Details.
Custom Fields	Extra lines in the invoice header: a custom field, or ready-made values such as the PO number, payment status, total, due date, paid, balance due, next payment, discount, order source, payment time, payment amount, payment method and loyalty points. A field does not show if its value is empty.
Labels	Rename all the invoice labels. Details.
Header / Footer	Content repeated at the top and bottom of every page, such as a stamp, terms or the page number {%page_no%}.
Style	Fonts, colors, paper size, margins and CSS code. Details.
Notes	Text that appears at the bottom of the invoice; you can show each invoice’s own notes with the placeholder {%invoice_notes%}.

Item columns

In Item Columns there are five column slots, each with a Field and a Label (the column name in the invoice). The available fields:

• Auto Serial, Product Image, Item and Description (and with the primary or secondary name when a secondary language is enabled).
• Product Code, Barcode, Brand and Category.
• Tax1 Name, Tax1 Percent, Tax1 Value, and the same for tax 2.
• Warehouse, Subtotal, Sales Person, Account, Cost Center, and the product custom fields.
• The unit price, quantity and total columns are fixed; you can hide the price and quantity from Quantity & unit price options.
• Show Unit Column with Unit Column Label: to show the unit of measure.
• To hide a column, leave its slot empty.

Adding extra fields to the layout

You can add data that is not in the layout by default, such as a bank account number, an IBAN, a commercial registration number or any data specific to your business. There are three ways; choose the right one for the type of data:

Method	Suitable for	Where it appears
Fixed text in Business info, Notes, or the Footer	Fixed data that doesn’t change, such as the bank account and bank name.	In all invoices that use the layout, new and old.
A custom field from the Custom Fields section	A line with a title and a value in the invoice header; its value can be edited in each invoice.	In new invoices created after you add it.
An invoice custom field placeholder	A value that differs from one invoice to another and is entered in the invoice form.	In every invoice that has a value in this field.

Method 1: Fixed text in Business info, Notes, or the Footer

1. Open Invoice/Estimate Layouts, and click Edit on the layout you use.
2. From the sidebar, choose Business info to show the data next to your business details, Notes to show it at the bottom of the invoice, or Header / Footer to show it on every page.
3. Type the data as text, for example: Bank: Example Bank — Account number: 1234567890 — IBAN: SA0000000000001234567890.
4. Click Save.

The data appears right away in all invoices that use this layout, including old invoices.

Method 2: A custom field from the Custom Fields section

1. Open the layout from Invoice/Estimate Layouts and click Edit.
2. From the sidebar, choose Custom Fields.
3. Click Add More Fields, then Custom Field.
4. Type the title, such as Bank account number, and the value, such as the account number or IBAN.
5. Reorder the field with the arrows if you want, then click Save.

• The field appears in the invoice header with its title and value.
• The field is copied automatically to every new invoice that uses this layout, and you can edit its value or delete it from inside the invoice.
• The field is not added to invoices created before you added it. To add it to an old invoice, edit the invoice and add the field manually from Add Extra Custom Field.
• From the same list, you can add ready-made values instead of a custom field, such as the PO number, payment status, due date and payment method.

Method 3: An invoice custom field placeholder

If the data differs from one invoice to another, such as a project number or contract number, create it as an invoice custom field, then add its placeholder to the layout:

1. Create the field from Sales Settings › Invoice Custom Fields.
2. Open the layout, and choose the section where you want the field to appear, such as Client info or Notes.
3. Add the field’s placeholder from the placeholders list; it appears with the field name, for example {%custom_project_number_field_15%}. Then save.

The field’s value is entered in each invoice form, and it appears in the print in place of the placeholder.

Adding the branch name and details to the layout

When the Branches app is enabled, you can show the name and details of the branch the invoice was issued from in the layout, using the branch placeholders. They are filled automatically with the invoice branch details, so one layout is enough for all branches.

1. Open Invoice/Estimate Layouts, and click Edit on the layout you use.
2. From the sidebar, choose the section where you want the branch to appear, such as Business info (next to your business details), the Header or the Footer.
3. Type the title you want, then add the placeholder, for example: Branch: {%invoice_branch_name%}. You can choose the placeholder from the placeholders list.
4. Click Save.

Detail	Placeholder
Branch Name	{%invoice_branch_name%}
Branch Code	{%invoice_branch_code%}
Branch Phone1 / Branch Phone2	{%invoice_branch_phone1%} / {%invoice_branch_phone2%}
Branch Address1 / Branch Address2	{%invoice_branch_address1%} / {%invoice_branch_address2%}
Branch City / Branch State / Branch Country	{%invoice_branch_city%} / {%invoice_branch_state%} / {%invoice_branch_country%}
Branch Location (map image)	{%invoice_branch_map_location%}

• The same placeholders work in estimates, sales orders, notes and refund receipts that use the layout.
• The branch details (name, phone and address) are edited from the branch page in Branches, so they appear updated in all invoices.
• If a branch detail is empty, nothing appears in place of the placeholder.

Labels

From Labels, choose the section, and change any label that appears in the invoice:

Section	Labels
General	Item, Description, Unit Price, Quantity, Subtotal, Total, Paid, Balance Due, Payment Status, Due After, Due Date, Next Payment, From Date/To Date, Discount, Ship To, Shipping Fees, PO Number, To, Order Source and Payment Method.
Invoice	Invoice No and Invoice Date.
Estimates	Estimate No and Estimate Date.
Sales Order / Refund Receipt / Credit Note / Debit Note	The number and date for each of them, and the refunded label.

Style

Option	Description
Default Font	The font (System Fonts or Google Fonts) and the size.
Items Table Style	Border Color, Header Background Color, Header Text Color, Odd Background Color and Even Background Color.
Paper Size	A3, A4 or A5, or Other with the width and height in centimeters.
Paper Margin	Top, Bottom, Left and Right in centimeters.
CSS Code	CSS code for advanced edits, such as hiding specific rows or adding a watermark.

Hiding the paid amount and balance due from the invoice

Method 1: From the template details

1. Open Invoice/Estimate Layouts, and click Edit on the layout you use.
2. In Template Details, clear Always show “Paid Amount” and “Balance Due”.
3. Click Save.

In most layouts, the paid and balance due rows disappear from all invoices. In some older layouts, though, they disappear only when the invoice is unpaid or fully paid, and they still appear in a partially paid invoice.

Method 2: Always hide them with CSS code

If they still appear after Method 1, open Style › CSS Code and paste:

.row-paid-amount,
.row-unpaid-amount {
  display: none;
}

Method 3: From Edit Html

In older layouts, you can delete the paid and balance due part from the layout code from Edit Html (the part between <!-- PaidAmount --> and <!-- /PaidAmount -->). Try this on a copy of the layout first.

What shows and hides automatically

• Discount column: shows automatically only if one of the items has a discount.
• Description column: hides automatically if no item has a description.
• Subtotal row: hides if it equals the total.
• Discount, tax, shipping fees and refund rows: show only if they have a value.
• Unit column: shows only if one of the items has a unit of measure.
• QR code: added automatically in e-invoicing layouts (Saudi Arabia and Jordan).
• Logo: its space disappears if no logo is uploaded.
• On the free plan, the system’s footer appears automatically.

Table: what you can add or hide, and how

Element	Method
Paid and balance due	Clear Always show “Paid Amount” and “Balance Due”, or use CSS code.
Currency symbol in item prices	Don’t show the currency symbol in the items list.
Unit price and quantity	Quantity & unit price options.
Any column in the item table	Item Columns (leave the slot empty or choose another field).
Unit column	Show Unit Column.
Shipping address	Add Shipping Details (Secondary Address) to the invoice.
Your business or client details (such as the tax number or mobile)	Delete or add the placeholder from Business info or Client info.
Client balance	Add or delete the placeholder {%invoice_advanced_client_balance%}.
Logo	Upload or delete it from Logo.
Stamp or signature	Add an image from the Footer or Notes.
Bank account number, IBAN, or any fixed data	Text in Business info or Notes, or a custom field from Custom Fields. Details.
Branch name, address and phone	The {%invoice_branch_name%} placeholder and the others in Business info or the Header. Details.
Due date, payment status, payment method…	Add them from Custom Fields.
Page number	The {%page_no%} placeholder in the Header or Footer.
Any label	Labels.
Discount, tax, shipping and refund rows	They show depending on the value; to always hide them, use the CSS code below.
QR code	From Edit Html only (not recommended for e-invoices).

Code to hide other rows (paste only what you need in CSS Code):

/* Discount */ .row-summary-discount { display: none; }
/* Taxes */ .row-tax-summary { display: none; }
/* Shipping fees */ .row-shipping-amount { display: none; }
/* Refund */ .row-summary-refund { display: none; }

FAQs

How do I add the bank account number to the invoice?

Open Invoice/Estimate Layouts and edit the layout, type the bank account details and IBAN in Notes or Business info, then save; they appear in all invoices. Or add them as a custom field from Custom Fields to show them in the header of new invoices. Details in Adding extra fields to the layout.

I added a custom field to the layout and it doesn’t appear in old invoices?

A custom field from the Custom Fields section is copied to new invoices only. To show fixed data in old invoices too, type it in Notes or Business info, or edit the old invoice and add the field manually.

How do I add the branch name to the invoice template?

Edit the layout, add the placeholder {%invoice_branch_name%} in Business info or the Header, then save; each invoice’s branch name appears automatically. Details.

Do I need a separate layout for each branch?

No, the branch placeholders take the invoice branch details automatically, so one layout is enough.

How do I remove the words Paid and Balance Due from the invoice?

Clear Always show “Paid Amount” and “Balance Due” in Template Details and save. If they still appear, use the CSS code in Hiding the paid amount and balance due.

I deleted the Paid label but the amount still shows?

Emptying a label hides the title only; use the option or the CSS code to hide the whole row.

I edited the layout and the invoice look didn’t change?

Make sure the invoice uses this layout (the default layout, or the one chosen in the invoice).

Does the edit affect old invoices?

Yes, the edit appears in all invoices that use the layout when they are opened or printed, except custom fields added from the Custom Fields section, which are copied to new invoices only.