Document Templates overview

Overview

With Document Templates, you can create, store, and manage templates for your documents, such as invoices and service agreements. These templates let you standardize your documents and ensure consistent branding.

Things to know

• When a document template is saved and published, you can rename the template but you cannot change the template type.

• Pre-designed templates cannot be edited. Instead, you can duplicate the pre-designed template and edit the duplicated version.

• Certain template types require specific components to be included in the template design. A warning message displays if your template does not include the required component.

Use cases

With Document Templates, you can:

• Create templates that meet your customers' requirements.

• Design document templates to promote consistency in your company's branding style and guidelines across all documents.

• Quickly access and efficiently use templates to create new documents, eliminating the time needed to design and format.

• Make sure the most up-to-date version of a template is being used by activating and deactivating templates.

Document Templates screen overview

The Document Templates screen lets you manage your document templates. To access the Document Templates screen:

1. Go to the navigation bar and click Settings .

2. In the side panel, click Operations > Document Templates.

The Document Templates screen provides the following information:

• Template Name: Name of your template

• Type: Type of template. The template type determines what components are available to include on your template.

• Editable: Indicates if the template can be edited. Pre-designed templates aren't editable.

• State: Indicates the state of the template.        

  • Published: Template is published and available for use.

  • Draft: Template is in draft form and not available for use.

  • Changed: The template has a published version that is available and active. However, edits were made to the template but are saved as a draft. This state changes to Published when the template draft is saved and published.

• Status: Indicates the status of the template.        

  • Active: The template is active and available for use.

  • Inactive: The template is not active and is unavailable. 

Preview a document template

Preview your documents as you edit them with the in-editor view that shows template changes in real time.

1. Go to the navigation bar and click Settings . In the side panel, click Operations > Document Templates.

2. Find the template you want to edit.

3. Click More , and then Edit   .

4. Make your changes on the editor, and then click Preview   to review them. 
   You can also click Save and Preview to save your changes and download a PDF version of the document.

Archive a document template

You can archive a document template when it is no longer active or needed.

1. Go to the navigation bar and click Settings . In the side panel, click Operations > Document Templates.

2. Find the template you want to archive. Click More and select Archive.

3. The document template is moved to the Archived Templates table.

To unarchive an archived document template, go to the Archived Templates table, click More and select Unarchive.

Assign an Invoice Template to a business unit

1. Go to the top toolbar and click Settings .

2. In the side panel, click Operations > Business Units.

3. Click Edit to update an existing Business Unit. 

4. Go to the Print Templates tab.

5. From the Invoice Template dropdown, select one of your existing templates configured. 

6. When finished, click Save.

Note: This default is used when the customer and invoice records don't have their own defaults, and the invoice is associated with this Business Unit.

Want to learn more?

• See Create a new document template with Template Manager

• See Copy and customize invoice print templates