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Invoice templates

Design how your LogAI invoices look: start from eight starter designs, change colours, fonts, logo, sections and wording in a full-screen editor, preview with sample invoices, and set one default template for every invoice.

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Invoice templates control how your invoices look when they're viewed, printed or downloaded — the layout, colours, fonts, which sections appear and what they're called. The figures themselves (items, tax, totals) always come from the invoice; a template only decides how they're presented. Templates live in Settings → Mail → Invoice Templates (/settings/invoice-templates).

  • Each template shows as a live thumbnail. The one marked Default is used for every invoice; the built-in Standard layout is used when none of yours is the default.
  • A counter shows how many you have — you can keep up to 25 templates per organization. Delete one to add another.
  • The ⋯ menu on a template offers Edit, Use for all invoices, Duplicate and Delete. A duplicate is named “… copy” (then “copy 2”, “copy 3”…).
  • Deleting your default template puts invoices back on the Standard layout; deleting any other template doesn't affect invoices.

Create a template

  1. Pick a starting point. Press New template and choose one of eight starter designs: Classic (the familiar layout, black on white), Modern (indigo accent, solid table head), Minimal (quiet type, plenty of white space), Bold (full-width colour band), Elegant (serif headings on warm paper), Compact (tight grid for long item lists), Ledger (monospaced figures) or Fresh (green accent, soft cards, striped rows). Every one can be changed completely.
  2. Style it. The full-screen editor opens with the page in the middle. The Style tab sets Colour (Accent, Text, Secondary text, Lines, Soft fill, Paper), Typography (heading and body fonts from 14 families such as Inter, Poppins, Playfair Display and IBM Plex Mono, text size, natural or monospaced amounts), Page (A4 or US Letter, Compact / Cozy / Relaxed spacing, margins) and a Watermark (None, the invoice status, or your own text). Starter looks swaps in another starter design at any time.
  3. Arrange the sections. The Sections tab lists Header, Invoice details, Billed to & from, Line items, Totals, Terms & conditions, Payment details, Signature and Page footer. Drag to reorder, switch optional ones off, and click one to edit it — e.g. header layout (Side by side, Stacked, Centred, Colour band), logo size, title wording, which columns the item table shows and their labels, which totals lines appear (discounts, taxable value, tax, amount in words, notes), payment details rows, or a signature image.
  4. Preview with real-looking data. Preview with switches between an Everyday invoice (4 items, discounts and notes), a Long invoice (32 items across pages) and a Single item, so you can check page breaks. Sample PDF downloads the design as a PDF.
  5. Save. Press Save — there is no autosave. The chip next to the name shows Not saved yet, Unsaved changes, Saving… or Saved. Rename the template by clicking its name.
  6. Make it the default. From the ⋯ menu, choose Use for all invoices. New and existing invoices now use this design.

Your logo comes from Organization settings: The header's logo, business name and contact details are taken from Settings → General → Organization — upload or change the logo there (Organization settings) and every template picks it up. A signature image (PNG, JPEG or WebP) is uploaded inside the template's Signature section.

Editing safely

  • Undo / Redo — ⌘Z / ⇧⌘Z on Mac, Ctrl+Z / Ctrl+Y on Windows. Revert to last saved in the ⋯ menu throws away unsaved edits.
  • Leaving with unsaved changes asks Leave without saving? first.
  • If the browser closes before you save, reopening the template on the same device offers Unsaved changes found with Restore or Discard.
  • If a teammate saved the same template meanwhile, you're told This template was changed somewhere else instead of overwriting their work.
  • On a phone the editor switches between Design and Preview.

Where templates are used

The default template draws every invoice in Commerce → Invoices and on an order's invoice — on screen, in print and in the downloaded PDF. There's one default for the whole organization; individual invoices don't pick their own template. The invoice number isn't part of the design: it comes from your record numbering series. Tax and GST figures come from your tax codes.

Access

Invoice templates follow the Settings permission: View to see them, Create to add or duplicate, Update to edit and change the default, Delete to remove. Without access the page says “You don't have access to invoice templates”. Roles are set in Manage your team.

Frequently asked questions

Where do I find invoice templates?

Settings → Mail → Invoice Templates in the sidebar (/settings/invoice-templates). Old links to the Invoice templates tab of Settings → General redirect there.

Can different invoices use different templates?

No. One template is the default and is used for every invoice; if none of yours is the default, invoices use the built-in Standard layout. Change it any time with Use for all invoices.

Does changing the default affect invoices I've already issued?

Yes — templates are only the design, so new and existing invoices are all drawn with the current default. The numbers, items and amounts on issued invoices don't change.

Why didn't my changes show up on invoices?

The editor doesn't autosave. Press Save, and make sure the template is the Default (⋯ → Use for all invoices).

How do I add my logo to the invoice?

Upload it in Settings → General → Organization; the template header uses that logo automatically. In the Header section you can turn it on or off and set its size.

How many templates can I have?

Up to 25 per organization. The gallery shows how many you've used, and New template is disabled at the limit.

Can I print on US Letter paper?

Yes. In the Style tab under Page, choose A4 or US Letter, then check page breaks with the Long invoice preview.

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