Edit document templates

Template documents are stored in your Templates folder in Google Drive or Microsoft Sharepoint.

To edit a template your must have the Support Staff role.

There is a template for the following types of document:

  • Quote

  • Invoice

  • Confirmation

  • Project Evaluation

  • Reminder

Each department in your company can have its own template (based on the default template) for any or all of the document types listed above. See Create a custom template for more information.

Form design and layout is beyond the scope of this topic; however, be aware that the table format must not be removed. You can delete columns from the table, but do not delete the table itself. The merge fields will not work if they are not inserted into a table. If you want to hide the table’s borders, set the table’s border color to white.

To edit a template, do the following:

  1. Go to the back office and scroll down to the Settings section.

  2. Click Document templates to open the Templates folder in Google Drive or Microsoft Sharepoint.

  3. Open the template you want to edit. Make the required changes, such as removing or adding merge fields, or replacing the logo.

    The group of merge fields that can be used to edit the template depend on the template type. For the invoice template, see List of invoice template merge fields. For the quote template, see List of merge fields for quotes.

This revised template will be used for all documents of the template’s type that do not have a company-specific template.

Create a custom template

If you want to use a template for a specific company only, do the following:

  1. Go to the back office and scroll down to the Settings section.

  2. Click Document templates to open the Templates folder in Google Drive or Microsoft Sharepoint.

  3. Right-click the template you want to use and select Make a copy.

  4. Move the duplicate file into the company’s template folder.

    Company folders are named with the “Templates for Company Name” format, such as Templates for VOGSY.

  5. Rename the duplicate file by removing the "Copy of" prefix. For example, Copy of Template invoice (en) should become Template invoice (en).

  6. Open the template and edit it. Make the required changes, such as removing or adding merge fields, or replacing the logo.

    The group of merge fields that can be used to customize the template depend on the template type. For the invoice template, see List of invoice template merge fields. For the quote template, see List of merge fields for quotes.