Creating an Invoice/Estimate Printable Template Layout

The Custom Invoice Builder lets you design how invoices, estimates, sales orders, notes, and refunds look when viewed and printed: the logo, your business and client details, the item columns, labels, colors and fonts, and custom fields. This guide explains the steps to create the layout, and everything you can add, hide, or rename in it, including showing the product code (SKU) in the items table, and hiding Paid and Balance Due from the invoice.

Creating a new layout

1. From the main menu, click Templates then Printable Templates, and select Invoices & Estimates.
2. Click New Layout, and select one of the ready layouts to start from. Or click Clone on an existing layout to edit a copy of it.
3. Edit the sections from the side menu, and the changes appear in the preview immediately.
4. Enter the layout name in Template Name, and set Template Details.
5. Click Save.

From the layouts list, for each layout: Edit, Edit Html, Clone, Delete, Mark as Voucher. The Default for: label appears on the default layout with the document types it’s used for.

Template Details

Option	What it does
Template Name	The layout name (required).
Template Language	The language of the currency name in documents printed with this layout: English or Arabic (required). It doesn’t follow your account’s system language. Read Setting the Printable Template Language.
Set this layout as default	Makes it the default layout. From more options, you set the documents it’s the default for: invoices, estimates, sales orders, time invoices, credit notes, refund receipts, and debit notes.
Don’t show the currency symbol in the items list	Hides the currency symbol from item prices.
Always show Paid and Balance Due	Shows the Paid and Balance Due rows in the invoice. Details.
Add Shipping Details (Secondary Address) to the invoice	Shows the shipping address.
Quantity & unit price options	Show unit price before quantity, or Show quantity before unit price, or Hide quantity and unit price.

Layout builder sections

Section	What you can do
Title	The title of each document type: Invoice Title, Estimate Title, Draft Invoice Title, Sales Order Title, Credit Note Title, Refund Receipt title, Sales Debit Note Title. (The section appears in layouts that support a variable title.)
Logo	Upload the logo (up to 1 MB, JPG, PNG, or GIF) and set its width and height. If there’s no logo, its place disappears.
Business info	Your business details (name, address, tax number…) using variables from PlaceHolders; add or delete what you want.
Client info	The client details that appear in the invoice using variables; add or delete what you want.
Shipping info	The shipping details. They appear when shipping details are enabled.
Item Columns	Choose and name the items table columns, including the product code (SKU). Details.
Custom Fields	Extra lines in the invoice header: Custom Field, or ready values such as the PO number, payment status, total, due date, paid, balance due, next payment, discount, order source, payment time, amount, and method, and loyalty points. The field doesn’t appear if its value is empty.
Labels	Rename all the invoice labels. Details.
Header / Footer	Content repeated at the top and bottom of each page, such as the stamp, terms, or page number {%page_no%}.
Style	Fonts, colors, paper size, margins, and CSS code. Details.
Notes	Text that appears at the bottom of the invoice. You can show each invoice’s notes with the variable {%invoice_notes%}.

Item Columns

In Item Columns there are five column slots, and each has a Field and Label (the column name in the invoice). The available fields:

• Auto Serial, Product Image, Item, Description (with the primary or secondary name when a secondary language is enabled).
• Product Code (SKU), Barcode, Brand, Category.
• The name, percent, and value of the first and second tax.
• Warehouse, Subtotal, Sales Person, Account, Cost Center, and the product custom fields.

• The unit price, quantity, and subtotal columns are fixed, and you can hide the price and quantity from Quantity & unit price options.
• Show Unit Column with Unit Column Label: to show the unit of measure.
• To hide a column, leave its slot empty.

Showing the product code (SKU) in the items table

The product code is the SKU (item number). To show it as a column in the items table, follow these steps:

1. Open Invoices & Estimates, and click Edit on the layout you use.
2. From the side menu, click Item Columns.
3. In one of the empty rows (Select Field), select Product Code from the Field list. The column name appears in the Label slot, and you can edit it, for example: SKU.
4. Click Save in the panel, then Save at the top of the page.

To hide the column later, leave its slot empty.

Showing the total quantity in the invoice

The item columns don’t have an option for the total quantity, but you can show it with the variable {%invoice_item_qty%}, which shows the total quantities of all the invoice items. It appears in the placeholders list as Invoice quantity count. There’s also the variable {%invoice_item_count%} for the number of items (number of lines), named Invoice Item Count.

Place	Where it appears	Invoices it appears in
Notes (best)	Below the items table and totals.	All invoices that use the layout, new and old.
Custom Fields → Custom Field	A line in the invoice header.	New invoices only.
Edit with AI	Where you ask, for example: “Add the total quantity below the items table”.	All invoices that use the layout.
Edit Html	Anywhere you choose in the layout code.	All invoices that use the layout.

To show it below the items table from Notes:

1. Open Invoices & Estimates, and click Edit on the layout you use.
2. From the side menu, select Notes.
3. Type the label then the variable, for example: Total Quantity: {%invoice_item_qty%}. You can select the variable from the placeholders list.
4. Click Save. The total quantities appear under the items table in every invoice.

To show it in the invoice header: From Custom Fields, click Add More Fields then Custom Field, type the label Total Quantity and the value {%invoice_item_qty%}, then save.

Adding custom fields to the layout

You can add data that isn’t in the layout by default, such as the bank account number, IBAN, commercial registration number, or any data specific to your business. There are three methods, so choose the right one based on the data type:

Method	Suitable for	Where it appears
Fixed text in Business info or Notes or Footer	Fixed data that doesn’t change, such as the bank account and bank name.	In all invoices that use the layout, new and old.
Custom Field from the Custom Fields	A line with a label and a value in the invoice header, and its value can be edited in each invoice.	In new invoices created after adding it.
Custom field variable from the invoice fields	A value that differs from one invoice to another and is entered in the invoice form.	In every invoice that has a value in this field.

Method 1: Fixed text in Business info, Notes, or Footer

1. Open Invoices & Estimates, and click Edit on the layout you use.
2. From the side menu, select Business info to show the data next to your business details, or Notes to show it at the bottom of the invoice, or Header / Footer to show it on every page.
3. Type the data as text, for example: Bank: Example Bank — Account number: 1234567890 — IBAN: SA0000000000001234567890.
4. Click Save.

The data appears immediately in all invoices that use this layout, including old invoices.

Method 2: Custom field from the Custom Fields section

1. Open the layout from Invoices & Estimates and click Edit.
2. From the side menu, select Custom Fields.
3. Click Add More Fields then Custom Field.
4. Type the Label, such as the bank account number, and the Value, such as the account number or IBAN.
5. Sort the field with the arrows if you want, then click Save.

• The field appears in the invoice header with the label and value.
• The field is copied automatically to every new invoice that uses this layout, and you can edit its value or delete it from inside the invoice.
• The field isn’t added to invoices created before adding it. To add it to an old invoice, edit it and add the field manually from Custom Field.
• From the same list, you can add ready values instead of the custom field, such as the PO number, payment status, due date, and payment method.

Method 3: Custom field variable from the invoice fields

If the data differs from one invoice to another, such as the project number or contract number, create it as an invoice custom field, then add its variable in the layout:

1. Create the field from Sales Settings → Invoice Custom Fields.
2. Open the layout, and select the section you want to show the field in, such as Client info or Notes.
3. Add the field variable from the PlaceHolders list. It appears with the field name, for example {%field_15%}, then save.

The field value is entered in each invoice form, and it appears in the print in place of the variable.

Adding the branch name and details to the layout

When the Branches app is enabled, you can show the name and details of the branch the invoice was issued from in the layout, using the branch variables. They are filled automatically with the invoice branch details, so one layout is enough for all branches.

1. Open Invoices & Estimates, and click Edit on the layout you use.
2. From the side menu, select the section you want to show the branch in, such as Business info (next to your business details) or Header or Footer.
3. Type the label you want, then add the variable, for example: Branch: {%invoice_branch_name%}. You can select the variable from the PlaceHolders.
4. Click Save.

Data	Variable
Branch name	{%invoice_branch_name%}
Branch code	{%invoice_branch_code%}
Branch phone	{%invoice_branch_phone1%} / {%invoice_branch_phone2%}
Branch address	{%invoice_branch_address1%} / {%invoice_branch_address2%}
City / State / Country	{%invoice_branch_city%} / {%invoice_branch_state%} / {%invoice_branch_country%}
Branch location on the map (image)	{%invoice_branch_map_location%}

• The same variables work in estimates, sales orders, notes, and refunds that use the layout.
• The branch details (name, phone, and address) are edited from the branch page in Branches; they appear updated in all invoices.
• If the branch details are empty, nothing appears in place of the variable.

Labels

From Labels Select the section, and change any label that appears in the invoice:

Section	Labels
General	Item, description, unit price, quantity, subtotal, total, Paid, Balance Due, payment status, due after, due date, next payment, from/to date, discount, ship to, shipping fees, PO number, to, order source, and payment method.
Invoice	Invoice number and invoice date.
Estimates	Estimate number and estimate date.
Sales Order / Refund Receipt / Credit Note / Debit Note	The number and date for each, and Refunded label.

Style

Option	Description
Default Font	Family (System Fonts or Google Fonts) and Size.
Items Table Style	Border Color, Header Background Color, Header Text Color, Odd Background Color, Even Background Color.
Paper Size	A3, A4, or A5, or Other with the width and height in centimeters.
Paper Margin	Top, bottom, left, and right in centimeters.
CSS Code	CSS code for advanced changes, such as hiding specific rows or adding a watermark.

Hiding Paid and Balance Due from the invoice

Method 1: From Template Details

1. Open Invoices & Estimates, and click Edit on the layout you use.
2. In Template Details, clear Always show Paid and Balance Due.
3. Click Save.

In most layouts, the Paid and Balance Due rows disappear from all invoices. In some old layouts, they disappear only when the invoice is unpaid or fully paid, and they appear in the invoice that is partially paid.

Method 2: Always hide them with CSS code

If they appear after method 1, open Style → CSS Code and paste:

.row-paid-amount,
.row-unpaid-amount {
  display: none;
}

Method 3: From Edit Html

In old layouts, you can delete the paid and balance due part from the layout code from Edit Html, which is the part between <!-- PaidAmount --> and <!-- /PaidAmount -->. Try this on a copy of the layout first, and for more details see the guide Custom Changes to the Invoice Layout: Watermark, Two-Page Invoice and More.

What appears and disappears automatically

• Discount column: appears automatically only if one of the items has a discount.
• Description column: disappears automatically if no item has a description.
• Subtotal row: disappears if it equals the total.
• Discount, tax, shipping fees, and refund rows: appear only if they have a value.
• Unit column: appears only if one of the items has a unit of measure.
• QR code: added automatically in e-invoicing layouts (Saudi Arabia and Jordan).
• Logo: its place disappears if no logo is uploaded.
• In the free plan, the system footer appears automatically.

Table: what can be added or hidden, and how

Element	Method
Paid and balance due	Clear Always show Paid and Balance Due, or CSS code.
Currency symbol in item prices	Don’t show the currency symbol in the items list.
Unit price and quantity	Quantity & unit price options.
Any column in the items table	Item Columns (leave the slot empty or select another field).
Product code (SKU) in the items table	Item Columns → select Product Code from the Field. Details.
Unit column	Show Unit Column.
Any change in the design or content	Ask for it from Edit with AI at the top of the layout screen.
Total quantity or number of items	Variable {%invoice_item_qty%} or {%invoice_item_count%} in Notes. Details.
Shipping address	Add Shipping Details (Secondary Address) to the invoice.
Your business or client details (such as the tax number or mobile)	Delete or add the variable from Business info or Client info.
Client balance	Add or delete the variable {%invoice_advanced_client_balance%}.
Logo	Upload or delete it from Logo.
Stamp or signature	Add an image from Footer or Notes.
Bank account number, IBAN, or any fixed data	Text in Business info or Notes, or Custom Field From Custom Fields. Details.
Branch name, address, and phone	The variables {%invoice_branch_name%} and others in Business info or Header. Details.
Due date, payment status, payment method…	Add them from Custom Fields.
Page number	Variable {%page_no%} in Header or Footer.
Any label	Labels.
Discount, tax, shipping, and refund rows	They appear based on their value; to always hide them, use the following CSS code.
QR code	From Edit Html only (not recommended in e-invoices).

Code to hide other rows (paste only what you need in CSS Code):

/* Discount */ .row-summary-discount { display: none; }
/* Taxes */ .row-tax-summary { display: none; }
/* Shipping */ .row-shipping-amount { display: none; }
/* Refund */ .row-summary-refund { display: none; }

Common problems and solutions

Problem	Cause	Solution
I edited the layout, but the invoice look didn’t change.	The invoice uses another layout.	Make sure the layout is the default layout for this document type, or that it’s the one selected in the invoice.
I added a custom field, and it doesn’t appear in old invoices.	The custom field from Custom Fields is copied to new invoices only.	Type the data in Notes or Business info to appear in all invoices, or edit the old invoice and add the field manually.
I deleted the Paid label, but the amount still appears.	Emptying the label hides the title only.	Clear Always show Paid and Balance Due, or use CSS code. Details.
Paid and balance due still appear after clearing the option.	Some old layouts show them in the partially paid invoice.	Use the CSS code in Method 2.
I added the product code in the item columns, and its value doesn’t appear in the invoice.	The product has no code saved in its details.	Open the product from Products & Services and enter the Product Code, then print the invoice again.

FAQs

How do I show the product code (SKU) in the invoice?

The product code is the SKU. Edit the layout, and click Item Columns, and select Product Code from the Field list in one of the empty rows, then save; the code column appears in the items table. Details in Showing the product code (SKU) in the items table.

How do I add the bank account number to the invoice?

Open Invoices & Estimates and edit the layout, and type the bank account and IBAN details in Notes or Business info then save, and they appear in all invoices. Or add them as a Custom Field From Custom Fields to appear in the header of new invoices. Details in Adding custom fields to the layout.

Can I ask AI to make the change instead of doing it manually?

Yes, click Edit with AI at the top of the layout screen and type what you want to change, such as colors, columns, labels, or adding a field, and it’s applied in the preview immediately, then save. It needs AI credit (AIC).

How do I show the total quantity in the invoice?

Edit the layout, and type in Notes: Total Quantity: {%invoice_item_qty%} then save; the total item quantities appear below the items table. Details.

How do I add the branch name to the invoice template?

Edit the layout, and add the variable {%invoice_branch_name%} In Business info or Header then save; the branch name of each invoice appears automatically. Details.

Do I need a separate layout for each branch?

No, the branch variables take the invoice branch details automatically, so one layout is enough.

How do I remove the Paid word and the balance due from the invoice?

Clear Always show Paid and Balance Due from Template Details and save. If they still appear, use the CSS code in Hiding Paid and Balance Due.

Does the change affect old invoices?

Yes, the change appears in all invoices that use the layout when you open or print them, except the custom fields added from the Custom Fields, which are copied to new invoices only.