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PDF Templates

PDF templates are customizable designs used to generate transactional documents in PDF format. This allows you to create professional-looking documents that align with your brand identity.

In Zoho Invoice, you can use templates to create standardised documents like invoices, quotes, credit notes, and other documents as PDF. By setting up PDF templates, you ensure that all your documents maintain a consistent and professional appearance and include essential information related to your transactions using one of the existing templates or creating a new one.

Scenario: Larissa, a freelance designer, wants to create customized invoices that reflect her brand. She wants to include her logo, brand colours, payment details, and project-specific details. She uses PDF templates to customize her transactional documents to include these while automating fields like customer name and invoice date. This ensures her invoices are clear, professional, and aligned with her branding, improving customer communication and speeding up payments.

Customize PDF Templates

Here’s how you can customize PDF templates:

General

In the General tab, you can change the name, orientation, font, and background of the PDF template.  

Template Properties

Here’s how to change the template properties:

Font

Here’s how to edit the font of the template:

Background

Here’s how to edit the background of the template:

You can edit the header and footer of the PDF template. In Zoho Invoice, the Payment Receipts module has separate tabs for Header and Footer.

Here’s how to edit the header of the template:

Here’s how to edit the footer of the template:

Transaction Details

You can edit organization details, customer details, and document details of the PDF template.

Organization Details

Here’s how to edit the organization details of the template:

Customer Details

Here’s how to edit the customer details of the template:

Document Details

Here’s how to edit the document details of the template:

Table

You can edit the labels and layout of the table of the PDF template.

Labels

Here’s how to edit the labels of the template:

Layout

Here’s how to edit the layout of the template:

Total Tab

You can edit the labels and layout of the table of the PDF template.

Total Section

Here’s how to edit the Total Section of the template:

Labels

Total Labels
Field Description Supported Modules
Show Total Section Mark/Unmark this option to add/hide fields like Sub Total, Shipping Charges, Discount, and Total Taxable Amount, Tax Details, Total, Currency Symbol, and Quantity in the template. Quotes, Invoices, Credit Notes.
Show Payment Details Mark/Unmark this option to add/hide fields such as Payments Made, Credits Applied, Amount Withheld, Write Off Amount, and Balance Due to the template. Quotes, Invoices, Credit Notes.
Show Amount in Words Mark this option to display the amount in words on the template. Quotes, Invoices, Credit Notes.

Layout

Total Layout
Field Description
Total(Subtotal, Tax) Adjust the Font Size, Font colour, and Background colour of these fields based on your preferences
Balance Due Adjust the Font Size, Font colour and Background colour of these fields based on your preference.

Other Details

You can edit the notes, payment options, bank details, and terms & conditions of the PDF template.

Document Summary

Here’s how to edit the Document Summary of the template:

Annexure

Here’s how to edit the Annexure of the template:

Other Actions in Templates

Apart from the customizations that you can do in each tab, there are other actions that you can perform in the PDF Templates module in Zoho Invoice.  

Preview Templates

The Preview Templates option in Zoho Invoice allows you to view how your templates (such as invoices, quotes, etc.) will appear before sending them. Here’s how to preview templates:

Change Default Template

By default, each module has a default template. If you’ve customized and created a new template, you can set that as the default template for that module’s PDFs. Here’s how to change the default template:

Now, the default template will be automatically applied to all transactions, ensuring a consistent format.

Pro Tip: You can also set a default template for each customer in Zoho Invoice. Learn how to associate templates with customers.

Clone Templates

Cloning templates simplifies the process of creating a new template, new template, making it quicker and ensuring that all the basic customizations are present in the template.

In Zoho Invoice, if you’ve customized a template for one module, you can clone that template for use in another module. Here’s how to clone a template:

Now, by cloning, you can use different templates with the same properties for various modules.

Delete Templates

Prerequisite:

  • Make sure the template is not set as default or associated with any customer.
  • If the template is associated with a customer associated with a customer, associate another template before deleting it.

Here’s how to delete a template:

Delete
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