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Document Themes

Document Themes are used to set up different Invoice, Quote and Purchase Order layouts. They define what is shown to customers when a document is printed or downloaded from an email.

You can create as many Document Themes as you require, which can then be selected and applied to each document or against a customer. 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.

 

Contents:

Creating and Editing a Document Theme

Document Theme Section

Invoice Section

Quote Section

Purchase Order Section

Archiving a Document Theme

 

 

 

Creating and Editing a Document Theme

To create or edit an existing Document Theme, head over to Settings > Document Themes

Note: Tradify will create a default theme for your account upon signup. The name of this theme is called "Standard". Feel free to edit and alter this theme to your specification.

To create a new theme, click "New Document Theme". If you're looking to update an existing theme, click the theme name.

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Note: Four sections are presented when opening a theme. 

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Document Theme – use this section to add or adjust your Theme Name, Contact Details & Company Logo.

Invoices – use this section to add or adjust Invoice specific details.

Quotes – use this section to add or adjust Quote specific details.

Purchase Orders - use this section to add or adjust Purchase Order specific details.

 

 

 

Document Theme Section

Use the corresponding fields in this section to personalise your theme.

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Theme Name - The display name of the Document Theme that appears in Tradify.

Note: Theme Names are not visible to your customers.

Paper Size - The paper size to use when printing Invoices, Quotes and Purchase Orders.

Contact Details – Your company contact details. 

Note: Contact Details appear in the top right hand side of Invoices, Quotes & Purchases Orders (below the Logo or Company Name Header). Also note, each line within the text box is limited to 32 characters. 

Logo - Use to add a logo to display at the top of your document. To add a letterhead logo to your document theme, click the "Choose Logo" button. If this is left blank, the company name will be printed instead.

Note: Tradify will open your device search directory to find the image. Simply point Tradify to a .jpg or .png file type on your computer and double-click it.

The recommended size for your image is 2040 x 360 pixels, as this is the highest resolution we support and uses the full letterhead area.

You can download an example file with these recommended dimensions here. If the file dimensions are too large it will automatically be resized to fit and this may result in blurring of the image. 

Invoice___Quote_Mockup.jpgTradify supports rich letterhead logos.

Alignment - If your supplied image does not fill the full width of the page then you can choose to align it to the Left, Center, or Right side of the document.

Note: Logo's can only be displayed at the top of your document.

 

 

 

 

Invoice Section

Use this section to set up and configure Invoice specific options for your theme. 

Click the Invoices tab

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Use the corresponding fields to configure your invoice specifications.

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Invoice Title – Customer facing title for an Approved Invoice.

Note: By default, this is set to TAX INVOICE.

Draft Invoice Title - Customer facing title for a Draft Invoice.

Note: By default, this is set to DRAFT INVOICE.

Terms & Payment Information – Use this field to enter your terms of trade, payment details or any text that you want to appear at the bottom of your Invoices.

Note: We recommend at the very least to input standard payment terms & company bank account details.

Field Display Options - Select which fields you wish to display on your customer-facing invoice.

Important Note: If you'd like to preview changes made to your invoice display options, click Preview PDF.

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 is not needed and should be suppressed.

 

 

 

 

 

Quote Section

Use this section to set up and configure Quote specific options for your theme. 

Click on the Quotes tab

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Use the corresponding fields to configure your Quote specifications.

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Quote Title – Customer facing title for an approved Quote.

Note: By default, this is set to QUOTE.

Draft Quote Title - Customer facing title for a draft Quote.

Note: By default, this is set to DRAFT QUOTE.

Terms –  Use this field to enter in your Quote Terms (acceptance declaration details) or any other text that you want to appear at the bottom of your Quotes.

Field Display Options - Select which fields you wish to display on your customer-facing invoice.

Important Note: If you'd like to preview changes made to your invoice display options, click Preview PDF.

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.

 

 

 

 

 

Purchase Order Section

Use this section to set up and configure Purchase Order specific options for your theme. 

Click on the Purchase Orders tab

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Use the corresponding fields to configure your Quote specifications.

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Purchase Order Title – Customer facing title for an approved Purchase Order.

Note: By default, this is set to PURCHASE ORDER.

Draft Purchase Order Title - Customer facing title for a draft Purchase Order.

Note: By default, this is set to DRAFT PURCHASE ORDER.

Terms – Enter any text that you want to appear at the bottom of your Purchase Orders.

Field Display Options - Select which fields you wish to display on your customer-facing invoice.

    • Show job number - displays the Job Number on your printed Purchase Order.
    • Show job address - displays the Job Address on your printed Purchase Order.
    • Show reference - displays the Reference on your printed Purchase Order.
    • Show description – displays the Purchase Order Description on your 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.

Click "Save" to complete the process and to save your changes.

 

 

 

  

 

Archiving a Document Theme

Important Note: Archiving a theme will remove it's visibility from the within the product and make it unavailable to use. Historical documents assigned to this theme will continue to use it's presets, but you will not be able to assign new documents to an archived theme.

To archive a Document Theme, head over to Settings > Document Themes > Open your theme and enable the toggle called "Archive this Document Theme".

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

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