Change your invoice layout and brand color on Mac
On a Mac, click Administration in the sidebar, then Document Theme. Choose a theme, a brand color, a Default Document Language and the Invoices layout, then click Save as Company Default. The PDF Preview window lets you compare layouts before you save.
On iPhone or iPad? See how to change the invoice layout and brand color on iPhone or iPad. For what sets Modern, Classic and Receipt apart, read choosing an invoice layout.
Before you start
- Sign in as the company owner. The settings are visible to everyone, but the owner saves them. Anyone else gets a message that the owner has to make the change.
- Have a finalized invoice to look at. Comparing layouts on your own data is easier than on a blank page. Create and finalize an invoice on Mac if you have none yet.
Compare layouts on a real invoice
- Open the invoice. Under Finance, then Customer Documents, double-click a finalized invoice. It opens in its own window.
- Open the preview. Click the document button in the toolbar (its tooltip says Preview PDF). A window titled with the invoice number and PDF Preview opens.
- Try the layouts. Click the paint palette button in the preview's toolbar, the Layout & Theme menu. Under Layout, pick Modern, Classic or Receipt; under Theme, pick Standard, Gold or Corporate. The preview redraws each time. These choices change this preview, nothing else.
- Keep the one you like. Choose Save as Company Default in the same menu to make that layout and theme the default, or close the window and set everything in one place as below.
Set the full look in Document Theme
- Open Document Theme. In the sidebar, under Settings, click Administration, then click Document Theme in the list that appears.
- Pick a theme. From the Theme dropdown, choose Standard, Gold or Corporate.
- Set your brand color. Under Document Branding, type a hex code such as #3B5BFF in the brand color field, or use the color well next to it. Leave it empty to use the theme's own accent; the clear button beside the field empties it.
- Choose the document language. Pick a Default Document Language. Documents for customers without a preferred language of their own use it for their labels.
- Choose the invoice layout. Under Document Layouts, pick Modern, Classic or Receipt from the Invoices dropdown. Credit notes and proformas follow it.
- Save. Click Save as Company Default. Document theme and layout preferences saved confirms it.
Open the PDF Preview again to see the result. Because these are company settings kept in your workspace, your iPhone and iPad use them too.
Which setting does what
| You want to | Change |
|---|---|
| Switch the page design | Invoices layout: Modern, Classic or Receipt |
| Use your company's color | Brand color |
| Change the overall color scheme | Theme |
| Print labels in another language | Default Document Language, or the customer's preferred language |
| Try a layout without changing anything | The Layout & Theme menu in PDF Preview |
With the look settled, the next step is getting paid: record a payment against an invoice on Mac when the money arrives. More on brand and language choices is in brand color and document language on invoices.
Frequently asked questions
Does changing the layout in PDF Preview change my invoices?
No. The Layout & Theme menu changes that preview window, so you can compare freely. Your invoices change when you choose Save as Company Default, either in that menu or in Document Theme.
Why is the Preview PDF button missing?
The invoice is still a draft. The button appears in the toolbar once the invoice is finalized. Finalize it, and the button shows next to the other toolbar actions.
Who can change the company's invoice design?
The company owner. Other members can open Document Theme and look at the settings, but saving them is reserved for the owner, so one person stays in charge of how the company's documents look.
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