Customizing Invoice Layouts

What Is Invoice Layout Customization?

Invoice Layout Customization allows you to tailor the appearance and wording of invoices within your CRM at the sub-account level. Instead of using a fixed template, you can adjust branding elements, business and contact details, and line-item labels to ensure every invoice reflects your brand identity and meets industry-specific requirements.

Key Benefits of Customizing Invoice Layouts

• Brand Consistency: Align colors and terminology with your brand for a polished, professional look.
• Improved Clarity: Rename sections and labels so clients quickly understand invoice details.
• Flexibility: Show or hide fields and add up to three custom values in the Business Information section to accommodate regional or industry standards.
• Efficiency: Make changes once and reuse your layout—your saved design appears in invoice previews and generated PDFs.

Branding Settings

Branding settings help shape the first impression of your invoice by allowing you to customize the pay button’s color, border, and text. These adjustments reinforce your brand and set appropriate context—for example, changing “Pay” to “Donate” for nonprofit use cases.

You can customize:

• Pay Button Color (using a color picker)
• Border Color (using a color picker)
• Button Text (e.g., “Pay,” “Donate,” or “Complete Payment”)

Business Information

The Business Information section identifies the entity issuing the invoice. You can toggle standard fields on or off and add custom values to keep documents compliant and uncluttered.

Options include:

• Show or hide standard fields like Company Name, Phone, Address, and Tax IDs.
• Add up to three custom values (e.g., Company Registration, VAT/GST, Website).
• Reorder or remove custom values as needed.

Tip: Hidden fields are not visible to recipients, but your team can still edit them during invoice creation.

Contact Information

This section defines the recipient details, such as “Billed to” or “Shipping details.” Renaming the header improves clarity based on your use case—whether for nonprofits, shipping-heavy businesses, or B2B transactions.

You can:

• Rename the section header (e.g., change “Billed to” to “Shipping details”).
• Add custom fields to capture additional recipient information.

Invoice Information

Invoice Information covers core document details like invoice number, issue date, and due date. Simplifying this section by hiding unnecessary fields can make invoices easier for customers to read.

You can:

• Show or hide fields such as Invoice Number, Issue Date, and Due Date.
• Keep internal fields editable during invoice creation even if hidden from recipients.

Labels

Labels define the column headers for line items, helping customers quickly understand what they’re viewing. Clear labels reduce confusion and speed up payment processing.

You can:

• Rename column headers (e.g., change “Item Name” to “Product Name”).
• Show or hide columns like Price, Quantity, Tax, and Subtotal.
• Respect character limits (e.g., up to 75 characters) to avoid text wrapping.

Tip: Hiding a label removes it from the recipient’s view, but your team can still enter values for that column during invoice creation.

How to Set Up Invoice Layout Customization

Follow these steps to adjust and save your invoice layout:

Step 1: Navigate to Invoices

From your sub-account dashboard, go to Payments → Invoices & Estimates.

Step 2: Access Settings

Click the Settings button in the top-right corner.

Step 3: Go to Layout

In the secondary navigation, select Title, Terms and Layout.

Step 4: Customize Layout

Scroll to Invoice Layout and click Customize Layout.

Step 5: Adjust Layout Settings

In the Layout tab:

• Open Branding Settings to choose Pay Button Color and Border Color using the color picker; update Button Text if needed.
• Expand Business Information to check or uncheck fields and add up to three custom values.
• Expand Contact Information to rename the section header and add custom fields.
• Optionally, expand Invoice Information to show or hide fields like Invoice Number, Issue Date, and Due Date.

Step 6: Update Labels

Switch to the Labels tab to rename or hide line-item columns such as Item Name, Price, Quantity, Tax, and Subtotal.

Step 7: Preview and Save

Review the live preview to ensure everything looks correct. Click Save changes in the top-right corner to apply your design.

Tip: To revert to defaults, click Reset All Changes.

Frequently Asked Questions

Q: Do layout changes apply to all invoices in my sub-account?

A: Yes. Customizations are saved at the sub-account level and apply to all invoices created within that sub-account.

Q: Will previously sent PDFs update after I change the layout?

A: No. Previously delivered PDFs remain unchanged. Generate a new PDF or resend the invoice for recipients to see the updated layout.

Q: Can I hide a column but still enter values when creating an invoice?

A: Yes. Hidden columns are not visible to recipients, but your team can still edit those values during invoice creation.

Q: How many custom values can I add to Business Information?

A: You can add up to three custom values.

Q: Do layout changes appear in downloaded or emailed PDFs?

A: Yes. PDFs reflect your saved layout when generated or resent.