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Document Themes

Document Themes are used to set up different Invoice, Quote and Purchase Order format layouts.

You can create as many Document Themes as you require, which can then be selected and applied to each document you wish to print or email. Each Document Theme can have its own unique contact details and logo, so if you had various trading entities under one holding company or legal entity, you can create a Document Theme to use for each.  In addition each Document Theme allows you to configure the page size, document titles, document footer text and field print options for Invoices, Quotes and Purchase Orders.

Editing a Document Theme

1 & 2 - To edit Document Theme settings, click on Settings > Invoice, Quote & Purchase Settings

3 - Click on the "Document Themes" tab

4 - Select and click on the Document Theme you wish to edit.  NOTE: The default is "Standard"

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5 - Enter your contact details in the "Contact Details" text box.  NOTE: Enter them as you want them to appear on all documents for this Document Theme.  Contact Details appear at the top right hand side of Invoices, Quotes & Purchases Orders, under the Logo or Company Name Header

6 - Click on the "Choose Logo" button to upload a logo for the Document Theme to use.  NOTE: Simply point Tradify to a .jpg or .png file type on your computer and double click it.  The Logo must not be greater than 680 pixels wide x 120 pixels high.  If the file too large it will automatically be resized to fit and this may result in blurring of the image. If this is left blank the company name will be printed instead

7 - Select the Logo position "Alignment", (Left, Centre, Right), at the top of Invoices, Quotes & Purchase Orders

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Other field options are:

    • Theme Name – the display name of the Document Theme that appears in drop down selection options on documents used in Tradify.
    • Paper Size – the paper size to use when printing invoices, quotes and purchase orders.

8 - Click on the "Invoice" tab to configure the format layout options for Invoices

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9 - Invoice Title – confirm or alter the titles printed on invoices when Approved (Invoice Title) or in Draft mode (Draft Invoice Title)

10 - Terms & Payment Information – enter your Terms of Trade, Payment details or any text that you want to appear at the bottom of all Invoices under the Invoice Line details. NOTE: We recommend that at the very least you use this for your standard payment terms / bank account and any other relevant static invoice information

11 - Field Display Options - Select which fields you wish to display on Invoices for the Document Theme. NOTE: Removing the tick in a Check Box will suppress that field or Invoice Section.  The Field Display Options are: 

    • Show site – displays the customer's Site name field on printed Invoice headers
    • Show job number - displays the Job Number field on printed Invoice headers
    • Show job address - displays the Job Address on printed Invoice headers
    • Show reference - displays the Reference field on printed Invoice headers
    • Show description – displays the Invoice Description field on printed invoices.  NOTE: The Invoice Description is copied from the Job Description when invoicing a Job.  You also have the option to set where the Invoice Description is displayed, (above or below the Invoice Line details)
    • Show line items - displays the Invoice Line Items on printed invoices.  NOTE: If the line items are deselected then the Quantity, Unit Price, Discount and Amount fields do not display, regardless of their individual settings
    • Show quantity - displays the Quantity column on printed invoices
    • Show unit price – displays the Unit Price column on printed invoices
    • Show discount – displays the Discount column on printed invoices
    • Show amount - displays the Amount column, (total of the Line Quantity X Unit Price) on printed invoices
    • Show payment advice cut-away – displays a Payment Advice Cut-Away section on the footer of the last page of printed invoices.  This is used by customers when they wish to send a payment advice with their cheques in the post.  NOTE:  If your customers do not pay you with cheques, then this section cut away is not needed and should be suppressed

 12 - Click on the Quotes tab

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13 - Quote Title – confirm or alter the titles printed on Quotes when Approved (Quote Title) or in Draft mode (Draft Quote Title)

14 - Terms – enter your Quote Terms, Acceptance Declaration details or any other text that you want to appear at the bottom of all Quotes under the Quote Line details.

15 - Field Display Options - Select which fields or sections you wish to display on Quotes for the Document Theme. NOTE: Removing the tick in a Check Box will suppress that field or Quote section.  The Field Display Options are: 

    • Show site – displays the Site Name field on the printed Quote headers
    • Show job number - displays the Job Number field on the printed Quote headers
    • Show job address - displays the Job Address on the printed Quote headers
    • Show reference - displays the Reference on the printed Quote headers.
    • Show description – displays the Quote Description on the printed Quotes. NOTE: The Quote Description is copied to the Job Description when creating a Job from the Quote and is also copied to the Invoice Description when copying a Quote to an Invoice.  You also have the option to set where the Quote Description is displayed, (above or below the Quote Line details)
    • Show line items - displays the Quote Line Items on printed Quotes
    • Show quantity - displays the Quantity column on printed Quotes
    • Show unit price – displays the Unit Price column on printed Quotes
    • Show discount – displays the Discount column on printed Quotes
    • Show amount - displays the Amount column, (total of the Line Quantity X Unit Price) on printed Quotes
    • Show sections – displays the Section headers entered on Quotes.  NOTE: Quote Sections are used to group Quote Line Items together, displaying them as separate sections with a subtotal
    • Show section total - displays the Section subtotals on printed Quotes, if Sections have been entered on a Quote
    • Show section line items – displays the Quote Line Items grouped under each Section header on printed Quotes.  NOTE: Deselecting this option results in only the Section headers and the Section subtotals showing on printed Quotes; in effect summarising the Quote Line details.  For more information on Quote & Estimating options in connection with the use of Quote Sections, click here.

 16 - Click on the Purchase Orders tab

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17 - Purchase Order Title – confirm or alter the titles printed on Purchase Orders when Approved (Purchase Order Title) or in Draft mode (Draft Purchase Order Title)

18 - Terms – enter any text that you want to appear at the bottom of all printed Purchase Orders under the Purchase Order Line Item details. 

19 - Field Display Options - Select which fields you wish to display on Purchase Orders for the Document Theme. NOTE: Removing the tick in a Check Box will suppress that field on printed Purchase Orders.  The Field Display Options are:

    • Show job number - displays the Job Number on printed Purchase Order headers
    • Show job address - displays the Job Address on printed Purchase Order headers
    • Show reference - displays the Reference on printed Purchase Order headers
    • Show description – displays the Purchase Order Description on printed Purchase Orders.  NOTE: The Quote Description can be copied to the Purchase Order when creating a Purchase Order from a Quote.  You also have the option to set where the Purchase Order Description is displayed, (above or below the Purchase Order Line details)
    • Show item code- displays the Item Code column of the Line Items entered on a Purchase Order on printed Purchase Orders
    • Show quantity - displays the Quantity column on printed Purchase Orders
    • Show unit price – displays the Unit Price column on printed Purchase Orders
    • Show discount – displays the Discount column on printed Purchase Orders
    • Show amount - displays the Amount column on printed Purchase Orders

21 - Click "Save" to complete the process and to save your changes

 

Creating a New Document Theme

1 & 2 - To create a New Document Theme, click on Settings >Document themes

3 - Click on the "Document Themes" tab

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4 - Click on the "New Document Theme" button

This will open up a new blank Document Theme record. Give it a name and then repeat the steps 5 through to 21, as outlined above under Editing a Document Theme, to configure it according to your needs.  

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For more information on setting up Document Themes for additional Quoting and Estimating options, click here.

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