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Templates

A template is the design for a document or email that centralOS fills in with real details, such as the customer's name, the sale's line items and the business's bank account. Every business starts with Invoice, Deposit, Invoice with Totals, Payment Request and Receipt in the Sales templates group.

Templates are used for:

  • Quotes, invoices and receipts, when Create document is pressed on a sale. Invoices has the steps.
  • Emails, with Template at the bottom of a new email.
  • Email signatures, in Settings > Email > Email Signature.

Change a template

  1. Open Templates and click the template.
  2. Tell the Template agent what to change in the box at the bottom, such as "add our logo at the top", "make the colours dark green" or "add a section for payment terms".
  3. Check the preview. Undo reverses the last change.
  4. Press Save / Export > Override "Invoice" template (with the template's name) to keep the changes.

Save / Export > Save as new Template keeps the original and saves the changes as a new one.

Templates use the business logo from Settings > Website & Socials. If it's missing, add it there first, then ask the Template agent to put it on the template.

Make a new template

  1. Open Templates and press + (New template).
  2. Describe it to the Template agent, such as "a quote with our logo, a list of what's included, and a signature line for the customer".
  3. Press Save / Export > Save as new Template and give it a name.

To start from an existing one instead, right-click it in the list and choose Duplicate.

Variables

Variables are the parts that fill themselves in, such as the customer's name or the invoice total. The Template agent knows which ones exist, so ask for things in plain words, such as "show the due date under the total".

Variables at the bottom of the editor lists them, and shows in red how many have nothing to fill in yet. To preview with real details, open it and pick a contact under Recipient, a sale under Invoices, and a Bank Account.

The views at the bottom switch between Document, the filled-in preview, Template, which shows where the variables go, and HTML, the code.

Save a document

With real details picked, Save / Export > Save to Files saves the filled-in document as a PDF in Files. Save to Files and email... also opens a new email with it attached.

Groups

Templates sit in groups, such as Sales templates, to keep the list tidy when choosing one. To move templates, select them in the list and choose Group.

Things to know

  • Templates are on plans that include them.
  • ... > Change template... switches the editor to a different template.