Invoice Template Management

Invoice Template Management

Invoice Template Management in EquiBillBook allows you to create, customize, and manage templates for all your invoice types. This includes sales invoices, quotations, purchase bills, and other document types.

What is Invoice Template Management?

Invoice Template Management enables you to:

• View all available templates
• Create new custom templates
• Edit existing templates
• Set default templates
• Activate/deactivate templates
• Organize templates by invoice type

Accessing Invoice Template Management

To manage invoice templates:

1. Navigate to Settings → Invoice Template Settings
2. You'll see templates organized by invoice type
3. Select an invoice type to view its templates

Invoice Types

EquiBillBook supports templates for various invoice types:

• Sales Invoice: Standard sales invoices
• Sales Quotation: Sales quotations
• Sales Order: Sales orders
• Sales Proforma: Proforma invoices
• Purchase Bill: Purchase invoices
• Purchase Quotation: Purchase quotations
• Purchase Order: Purchase orders
• Delivery Challan: Delivery challans

Template Management Features

Template List View

For each invoice type, you'll see:

• Template Name: User-friendly name
• Description: Brief description of the template
• Status: Active or Inactive
• Default: Whether it's the default template
• Preview: Visual preview of the template
• Actions: Edit, Duplicate, Delete options

Default Templates

Each invoice type has a default template:

• Default template is used when no specific template is selected
• Only one template can be default per invoice type
• You can change the default template anytime

Creating a New Template

Step 1: Select Invoice Type

1. Go to Invoice Template Settings
2. Select the invoice type (e.g., Sales Invoice)
3. Click "Add Template" or "Create Template"

Step 2: Choose Base Template

You can:

• Start from a blank template
• Duplicate an existing template
• Use a predefined template as base

Step 3: Configure Template

• Template Name: Enter a descriptive name
• Description: Add a brief description
• Template Key: System identifier (auto-generated)
• Status: Set as Active or Inactive

Step 4: Customize Template

Use the template editor to:

• Arrange sections
• Configure fields
• Set colors and branding
• Add logo
• Configure layout

Step 5: Set as Default (Optional)

• Check "Set as Default" if this should be the default template
• Note: This will remove default status from current default

Step 6: Save Template

1. Click "Save" or "Create Template"
2. Template will be created and available for use

Editing Templates

Step 1: Find Template

1. Go to Invoice Template Settings
2. Select the invoice type
3. Find the template you want to edit

Step 2: Open Template Editor

• Click "Edit" or the template name
• Template editor will open

Step 3: Make Changes

• Modify template configuration
• Update fields and sections
• Change branding and colors
• Adjust layout

Step 4: Preview Changes

• Use preview to see how template looks
• Test with sample data
• Verify all sections display correctly

Step 5: Save Changes

1. Click "Save" or "Update"
2. Changes will be applied to the template

Duplicating Templates

To create a template based on an existing one:

1. Find the template you want to duplicate
2. Click "Duplicate" or "Copy"
3. Enter a new name for the duplicate
4. Modify as needed
5. Save the new template

Activating/Deactivating Templates

Control which templates are available:

• Active: Template is available for selection
• Inactive: Template is hidden but not deleted
• Deactivate templates you're not using
• Reactivate when needed

Setting Default Templates

1. Find the template you want as default
2. Click "Set as Default" or edit and check "Default"
3. Confirm the change
4. Previous default will be unset automatically

Deleting Templates

To delete a template:

1. Find the template
2. Click "Delete"
3. Confirm deletion
4. Note: Default templates may require setting a new default first

Warning: Deletion is permanent. Consider deactivating instead.

Template Organization

By Invoice Type

• Templates are organized by invoice type
• Each type has its own template set
• Switch between types to manage templates

By Status

• Filter by Active/Inactive
• View only default templates
• Search templates by name

Best Practices

• Naming: Use descriptive, clear template names
• Organization: Keep templates organized by purpose
• Testing: Test templates before making them default
• Backup: Duplicate important templates before major changes
• Documentation: Document template purposes and usage
• Cleanup: Remove unused templates to reduce clutter

Common Scenarios

Scenario 1: Multiple Brands

1. Create separate templates for each brand
2. Use different logos and colors
3. Set appropriate default for each brand
4. Switch templates as needed

Scenario 2: Different Customer Types

1. Create templates for B2B customers
2. Create templates for B2C customers
3. Use different layouts and information
4. Select template based on customer type

Scenario 3: Seasonal Templates

1. Create seasonal templates
2. Activate during relevant seasons
3. Deactivate when not in use
4. Reuse next season

Troubleshooting

Template not appearing in list?

• Check if template is active
• Verify you're viewing the correct invoice type
• Check filters
• Refresh the page

Cannot set template as default?

• Verify template is active
• Check if you have permission
• Ensure template is properly saved

Template changes not saving?

• Check if you have edit permissions
• Verify all required fields are filled
• Check for validation errors
• Try saving again

Related Articles

• Customizing Templates: How to customize template design
• Template Fields: Understanding template fields
• Logo and Branding in Templates: Adding branding to templates
• Email Template Settings: Configuring email templates
• PDF Template Settings: PDF template configuration

Effective template management ensures you have the right templates for all your business needs and can easily switch between them!