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PDF Templates

Customize PDF templates for invoices, invoice payments, customer credits, and customer refunds.

Q1. What transactions can I customize?

  • You can customize PDF templates for the following transactions:

    • Invoices

      • Invoice

      • Delivery Slip

      • Invoice Payment

    • Customer Credits

      • Customer Credit

      • Customer Refund

    • Orders

      • Sales Quote

      • Purchase Order

      • Delivery Slip

    • Customer Statements

      • Statement of Balances and Accounts

Q2. How do I create a new PDF template?

  • Go to Settings → Templates → PDFs, then select a tab (Invoices, Customer Credits, Orders or Statements) and click New Template.

Q3. What sections in the PDF can I edit?

  • You can edit the following sections within a PDF:

    • General
      ​      Choose from 5 template styles (Classic, Bento, Formal, Overlay, Smooth), customize template name, colors, fonts, and add a unique logo per template.

    • Header
      ​      Customize title, document details, references, dates, terms, company info, contact details, GST ID, delivery, and address format.

    • Table
      ​      Enable/disable tax info, adjust row spacing (Standard, Compact, Relaxed), and customize column headers, widths, and visibility.

    • Total
      ​      Enable/disable the total section, adjust spacing, configure balance labels, and add a tax summary for detailed breakdowns.
      Note: Applies to all templates except customer statement

    • Footer
      ​      Enable payment options for invoices and edit note titles for both invoices and customer credits.

      • Note: Applies to all templates except invoice payment and customer refund

    • Supporting Table
      ​      Enable a table that is appended as a separate page after the main document

      • Note: Applies to all PDFs that can be emailed in Jaz: Invoices, Customer Credit Note, Sales Quote, and Purchase Order

  • To apply the changes made in these sections, click Update Preview.

Q4. How do I add bank and payment details to my invoice?

  • Go to Settings → Templates → PDFs → Invoices, open a template, and go to the Footer tab. Turn on Offline Payment Details.

  • Choose a Title Position:

    • Fixed Fields: shows details like Account Name, Bank Name, and Account Number side by side. Each field has a label, which is the heading on the PDF, and a value, which is the detail shown under it.

    • Flexible Text: lets you type your payment details freely under Payment Notes, with formatting and line breaks. Use this to list several bank accounts, or to add details like bank currency, bank code, or SWIFT code.

  • To show a payment QR code, upload it under QR Code.

  • Click Update Preview to check the layout, then save the template.

  • Note: Fixed fields don’t have spots for bank currency or bank code. Use Flexible Text, or add them to an existing value, such as “BDO 099992223 (PHP)”.

Q5. How do I use Supporting Table?

  • Open or create an Outgoing Template (Invoice, Customer Credit Note, Sales Quote, or Purchase Order) and enable Supporting Table.

    • Note: The supporting table always appears on a separate page after the main document. For example, if your PDF occupies two pages, supporting table will appear on the third page.

  • Enter a title for the table. This title will appear in the generated PDF.

  • Add up to 10 columns. Set the alignment and width for each — widths always total 100% and auto-adjust.

  • On the transaction where the template applies, click the Supporting Table icon. The table appears in edit mode at the bottom of the transaction.

  • Fill in the column details. Use the settings icon inside the table to disable any columns you don't need.

  • Preview the PDF before saving to confirm the layout.

Q6. Can I duplicate templates or organize them?

  • Yes, you can duplicate templates.

Q7. What are default templates, and how do they work?

  • There are two types of default templates:

    • Template default for the organization: This is the default for all contacts unless a specific contact default is set.

    • Template default for a contact: Applied when a specific PDF template is set under Contacts. It overrides the organization default when the contact is selected during transaction creation or editing.

Q8. Can I set default PDF templates during the contact import process?

  • Yes, default templates can be assigned during contact import. The contact import template includes columns for selecting a PDF template per contact.

Q9. What happens if I update an existing template?

  • Updating a template applies changes to future transactions but previous PDFs remain unaffected.

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