# Document templates

Every quote, invoice and credit note you send is rendered from a **template**: a stack of blocks
(header, customer, lines, totals, terms, signatures) that you arrange visually. Templates are
per-business data, not code, so changing one never needs a release.

Templates live under **Sales → Settings**, in two tabs:

- **Documents** — which template each kind of document uses.
- **Templates** — the templates themselves.

Editing, renaming, duplicating and deleting a template is restricted to the **workspace owner**.
Everyone else can still view the Documents and Templates tabs and open a template read-only.

## Built-in templates

Every business starts with two read-only templates:

| Template | Layout |
|---|---|
| **Standard** | Logo, company block on the right, customer block, meta rows, intro, lines with unit and VAT columns, boxed totals, terms, signatures. |
| **Compact** | The same content with a smaller header, no unit column and a plain totals block, for documents that should fit on one page. |

You cannot edit or delete a built-in template. **Duplicate** it, give the copy a name, and edit the copy.

## Choosing a template per document kind

Open **Sales → Settings → Documents**. Each kind — Quotes, Invoices, Credit notes — has its own
dropdown listing the templates that support it. Pick one, or **No template** to clear the
selection, and press **Save**.

Changing the selection affects **future** documents only. A quote or invoice that was already sent
keeps the PDF it was sent with, forever: the PDF is stored at send time and never re-rendered.

## Editing a template

From **Sales → Settings → Templates**, press **Edit** on one of your own templates. The editor opens
full screen, with the block list on the left, your page in the middle at A4 proportions, and the
selected block's settings on the right.

The page is filled with **sample data** — a fictional customer, three lines at 21% and 9% VAT, a
scope list, two photos and a signature — so you can see what a block looks like without sending a
real document. The **Sample language** dropdown in the header switches the sample between EN, NL
and TR, which is the fastest way to check that a Dutch document still fits after you shorten a
column.

Drag a block from the left onto the page to add it, drag it by its handle to move it, and select it
to change its settings. Press **Save** when you are done. Leaving with unsaved changes shows
*"Leave without saving?"* with **Keep editing** and **Discard changes**.

Opening a built-in template shows *"This is a built-in template. Duplicate it to make changes."*
and the editor is read-only; opening a template as anyone other than the workspace owner shows
*"Only the workspace owner can change templates."* instead.

### Blocks

| Block | What it shows |
|---|---|
| **Header** | Your logo, an optional title and a rule in your accent colour. |
| **Company details** | Your business address, VAT id, KvK number, IBAN, email and phone — each one switchable. |
| **Customer** | The customer's name, contact person and address. Choose the **billing** or the **work** address. |
| **Document meta** | Number, document type, issue date, valid-until, due date and service date, as rows or on one line. |
| **Intro** | The document's intro text, with fallback text for documents that have none. |
| **Lines** | The line table. Toggle the unit column, the VAT column, line descriptions, line numbers and zebra striping. |
| **Totals** | Subtotal, VAT per rate, total, and optionally paid and open amounts. |
| **Scope items** | What is and is not included, grouped by category, in one to three columns. |
| **Terms** | The document's terms text, at your chosen size. |
| **Signatures** | Signature areas for you and the customer, with the drawn signature when the quote was signed. |
| **Photos** | The photos attached to a quote, in a grid of one to four columns, up to eight. |
| **Text** | Free text. Supports the placeholders below. |
| **Divider** | A horizontal rule. |
| **Spacer** | Vertical space. |
| **Columns** | Two side-by-side areas, each holding its own blocks. |
| **Page break** | Forces the next block onto a new page. |
| **Footer** | A footer line with optional page numbers. |

### Placeholders

Inside a **Text** or a **Footer** block, four placeholders are replaced when the document is
rendered:

| Placeholder | Replaced with |
|---|---|
| `{{number}}` | The document number (empty on a draft, which has no number yet). |
| `{{total}}` | The total including VAT, formatted for the document language. |
| `{{due_date}}` | The due date, formatted for the document language. |
| `{{iban}}` | Your IBAN from **Settings → Business**. |

Anything else in double braces is left as typed.

### Page theme

Select nothing on the page and the right-hand panel shows the whole document's theme:

- **Font** — sans, serif or mono.
- **Accent** — the colour of the header rule and headings, as a six-digit hex code (`#2B6CB0`).
- **Text** and **Muted** — the two text colours.
- **Margins** — top, right, bottom and left, in millimetres.

## Previewing

**Preview PDF** saves the template, renders it through the same PDF engine that renders real
documents, and opens the result in a new tab. The preview link expires after a few minutes.
Preview after every meaningful change: the editor is a close approximation of the PDF, not the PDF.

## Renaming and deleting

**Rename** changes the name shown in the dropdowns. **Delete** removes the template, and refuses
with *"This template is still selected for a document kind or used by a document. Pick another
template first."* while the template is picked in the Documents tab or referenced by a document
already rendered with it. Pick another template there first, then delete.

Deleting never affects documents you already sent — their PDF is stored, not re-rendered.

## See also

- [Business profile](/docs/workspace/settings#business-profile) — the logo, address, VAT id and IBAN the Company block prints.
- [Numbering](/docs/workspace/settings#numbering) — where `{{number}}` comes from.