Quote and invoice themes

Controls document branding, colours, headers, line columns, terms, payment text, and PDF presentation.

Use document themes to give quotes and invoices consistent branding and a clear customer-facing presentation.

Before you start

Availability: Free plan and above. Enabled business features, role permissions, connected providers and supported devices may add requirements.

Documented roles: Owner, Office. A role name alone does not override the permissions set by your business.

Where to find it: Settings > Business Settings > Documents > Themes.

Prepare the approved logo, business details, payment wording and terms. Decide which columns and component detail customers need to see.

Using this guide in United Kingdom

  • Set your business country in Business settings before entering customer addresses or preparing documents. The country selected on the public website does not change an existing business.
  • Check the business currency (GBP), time zone and document tax settings. Only enable tax collection if your business is registered and the settings match your requirements. Your customer invoice tax settings are separate from tax on your AllQuote subscription.
  • Screenshots use demonstration records. Their sample currency, addresses and tax amounts do not override your business settings.
  • Review a draft document with a known subtotal and expected tax before sending it. The configured tax label, rate and inclusive/exclusive setting control the document calculation; address entry is not an automatic determination of which taxes you owe.
The document theme editor controls customer-facing presentation. Save a theme and inspect an actual quote or invoice PDF before using it for customers.
Demo screenshot. The document theme editor controls customer-facing presentation. Save a theme and inspect an actual quote or invoice PDF before using it for customers. Select the image to view it at full size.

Step by step

  1. Open Business settings > Documents or go to /group-settings?tab=documents.
  2. Use the theme list to edit, duplicate, preview, or set the default document theme.
  3. Set the theme colours, logo/header options, line display, terms, payment text, and invoice wording.
  4. Save the theme, then open a quote or invoice PDF to confirm the customer document looks right.

Worked example

Duplicate a theme for a different presentation, adjust the header and line columns, then preview a quote with materials, labour, a deposit and terms before making it the default.

This is an illustrative scenario. Use your own approved scope, quantities, rates and business rules.

Check the result

Inspect a real PDF rather than only the settings preview. Check long descriptions, totals, page breaks, payment details and the intended customer wording.

Limits and troubleshooting

A theme controls presentation, not whether the underlying price or tax treatment is correct. Review both document content and calculated totals before issuing it.

Follow the screenshot tutorial: Create a quote

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