Quote and invoice themes

Controls document branding, colours, headers, line columns, terms, payment text, and PDF presentation.

Use document themes to give quotes and invoices consistent branding and a clear customer-facing presentation.

Before you start

Availability: Free plan and above. Enabled business features, role permissions, connected providers and supported devices may add requirements.

Documented roles: Owner, Office. A role name alone does not override the permissions set by your business.

Where to find it: Settings > Business Settings > Documents > Themes.

Prepare the approved logo, business details, payment wording and terms. Decide which columns and component detail customers need to see.

The document theme editor controls customer-facing presentation. Save a theme and inspect an actual quote or invoice PDF before using it for customers.
Demo screenshot. The document theme editor controls customer-facing presentation. Save a theme and inspect an actual quote or invoice PDF before using it for customers. Select the image to view it at full size.

Step by step

  1. Open Business settings > Documents or go to /group-settings?tab=documents.
  2. Use the theme list to edit, duplicate, preview, or set the default document theme.
  3. Set the theme colours, logo/header options, line display, terms, payment text, and invoice wording.
  4. Save the theme, then open a quote or invoice PDF to confirm the customer document looks right.

Worked example

Duplicate a theme for a different presentation, adjust the header and line columns, then preview a quote with materials, labour, a deposit and terms before making it the default.

This is an illustrative scenario. Use your own approved scope, quantities, rates and business rules.

Check the result

Inspect a real PDF rather than only the settings preview. Check long descriptions, totals, page breaks, payment details and the intended customer wording.

Limits and troubleshooting

A theme controls presentation, not whether the underlying price or tax treatment is correct. Review both document content and calculated totals before issuing it.

Follow the screenshot tutorial: Create a quote

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