PDF Template Settings

PDF Template Settings

PDF Template Settings in EquiBillBook allow you to configure how your invoices, quotations, and other documents appear when converted to PDF format. This includes page settings, print options, and PDF-specific formatting.

What are PDF Template Settings?

PDF Template Settings control:

• Page size and orientation
• Margins and spacing
• Print quality
• PDF file naming
• Watermarks
• Security settings
• Compression and file size

Accessing PDF Template Settings

To configure PDF templates:

1. Navigate to Settings → Invoice Template Settings
2. Select a template
3. Click "Customize" or "Edit"
4. Go to "PDF Settings" or "Print Settings" section

PDF Configuration Options

1. Page Settings

Control page layout:

Page Size

• A4: Standard international size (210 x 297 mm)
• Letter: US standard size (8.5 x 11 inches)
• Legal: Legal size (8.5 x 14 inches)
• Custom: Define custom dimensions

Page Orientation

• Portrait: Vertical orientation (default)
• Landscape: Horizontal orientation

Margins

• Top Margin: Space at top
• Bottom Margin: Space at bottom
• Left Margin: Space on left
• Right Margin: Space on right
• Default: Standard margins (usually 1 inch or 25mm)

2. Print Quality

Control output quality:

• Resolution: DPI settings (72, 150, 300 DPI)
• Color Mode: Color or grayscale
• Image Quality: Image compression level

3. PDF File Settings

Configure PDF file properties:

File Naming

• Default: Document number
• Custom: Custom naming pattern
• Variables: Use placeholders (InvoiceNumber, Date, etc.)

Example File Names:

• "Invoice-{InvoiceNumber}.pdf"
• "{CompanyName}-Invoice-{InvoiceNumber}.pdf"
• "Invoice-{Date}-{InvoiceNumber}.pdf"

PDF Metadata

• Title: PDF document title
• Author: Document author
• Subject: Document subject
• Keywords: Search keywords

4. Watermarks

Add watermarks to PDFs:

• Text Watermark: Text overlay (e.g., "DRAFT", "PAID")
• Image Watermark: Logo or image overlay
• Position: Watermark placement
• Opacity: Watermark transparency

5. Security Settings

Protect PDF documents:

• Password Protection: Require password to open
• Printing Restrictions: Allow or restrict printing
• Copying Restrictions: Allow or restrict copying
• Editing Restrictions: Allow or restrict editing

6. Compression

Control file size:

• Compression Level: Balance quality and size
• Image Compression: Compress images in PDF
• Font Embedding: Embed fonts for consistency

Configuring PDF Settings

Step 1: Access PDF Settings

1. Go to template customization
2. Find PDF Settings section
3. Open PDF configuration

Step 2: Configure Page Settings

• Select page size
• Choose orientation
• Set margins
• Preview page layout

Step 3: Set Print Quality

• Choose resolution
• Select color mode
• Configure image quality

Step 4: Configure File Settings

• Set file naming pattern
• Configure PDF metadata
• Set document properties

Step 5: Add Watermarks (Optional)

• Enable watermark if needed
• Configure watermark text/image
• Set position and opacity

Step 6: Set Security (Optional)

• Enable password protection if needed
• Set printing/copying restrictions
• Configure editing restrictions

Step 7: Configure Compression

• Set compression level
• Configure image compression
• Enable font embedding

Step 8: Test and Save

1. Generate test PDF
2. Verify appearance
3. Check file size
4. Test print quality
5. Save settings

PDF Settings by Document Type

Sales Invoice PDF

• Page Size: A4 or Letter
• Orientation: Portrait
• Quality: High (300 DPI)
• Watermark: None (or "PAID" if paid)

Quotation PDF

• Page Size: A4 or Letter
• Orientation: Portrait
• Quality: High
• Watermark: "QUOTATION" or "DRAFT"

Receipt PDF

• Page Size: A4 or custom
• Orientation: Portrait
• Quality: Standard
• Watermark: "PAID"

Best Practices

• Standard Sizes: Use standard page sizes (A4, Letter)
• Appropriate Margins: Ensure adequate margins for printing
• High Quality: Use high resolution for professional documents
• Reasonable File Size: Balance quality and file size
• Consistent Naming: Use consistent file naming patterns
• Security: Apply security for sensitive documents

Common PDF Scenarios

Scenario 1: Professional Invoices

• Page Size: A4
• Quality: 300 DPI
• Color: Full color
• Watermark: None
• Security: Print allowed, editing restricted

Scenario 2: Draft Documents

• Page Size: A4
• Quality: Standard
• Watermark: "DRAFT"
• Security: Minimal restrictions

Scenario 3: Email Attachments

• Page Size: A4
• Quality: Balanced (150 DPI)
• Compression: Moderate
• File Size: Optimized for email

PDF Testing

Always test PDF settings:

• Generate sample PDF
• Check page layout
• Verify print quality
• Test on different PDF viewers
• Check file size
• Test printing

Troubleshooting

PDF file too large?

• Increase compression level
• Reduce image quality
• Compress images before adding
• Reduce resolution

PDF quality too low?

• Increase resolution (DPI)
• Reduce compression
• Use higher quality images
• Enable font embedding

Layout issues in PDF?

• Check page size settings
• Verify margin settings
• Review template layout
• Test different page sizes

Watermark not appearing?

• Verify watermark is enabled
• Check watermark settings
• Verify opacity is not too low
• Test watermark position

PDF Security Considerations

• Password Protection: Use for sensitive documents
• Printing: Allow printing for customer convenience
• Copying: Restrict if needed for security
• Editing: Always restrict editing

Related Articles

• Invoice Template Management: Managing templates
• Customizing Templates: Template customization
• Email Template Settings: Email template configuration

Properly configured PDF settings ensure your documents look professional when printed or shared, while maintaining appropriate file sizes and quality!