Customer documents
Customize invoice and estimate emails and PDFs
A consistent document should still fit the customer, language and delivery moment. Shared brand settings provide the visual foundation while localized templates provide reusable content.
The short answer
Start with the team logo and colours, then configure invoice and estimate templates separately. Add localized email and document content for the languages you use, choose the PDF layout and visible columns, preview the real output and review recipients and delivery mode before sending.
Set the shared brand foundation once
The company logo, primary colour and background colour belong to the team brand rather than one document type. Invoices, estimates and their public pages can then use the same visual identity.
Aeglio preserves supported transparent logo files instead of converting every upload to JPEG. Contrast-aware text colours keep headings and actions readable when a dark or very light brand colour is selected.
- Use a clear logo with enough surrounding space.
- Choose a primary colour that works for headings and customer actions.
- Use the background colour for supporting surfaces rather than replacing all document contrast.
Create content for each customer language
Invoice and estimate templates are maintained independently because their purpose and wording differ. Each language can have its own email subject, HTML body, document title and footer text.
Template variables insert current record values when the message is prepared. The editor supports links and simple formatting such as bold, italic, underline and lists without turning the template into an unrestricted HTML page.
- Use the recipient name only when a personal greeting is useful.
- Keep the document number and due or validity date available in the message.
- Write a complete fallback for every language the team actively sends.
Choose what belongs in the PDF
The document template controls its layout, logo visibility, colours and optional commercial columns. Description settings affect supplementary line notes while the row title remains visible so every line still has an identity.
A full PDF preview uses representative data when the team does not yet have an invoice or estimate. That makes initial setup possible before the first customer document exists.
- Preview both short and long row descriptions.
- Check bank accounts, totals and footer content.
- Review the output at its actual page size rather than relying on a small design thumbnail.
Review the delivery before sending
The saved template provides defaults, but the send step remains reviewable. Choose the client billing address, optional contacts, language, sender reply-to address and supported delivery mode before confirming.
A client can be a company or an individual and does not need a separate contact merely to receive an invoice. Contacts remain useful when another decision-maker or finance recipient should be included.
- Use secure-link delivery when the customer should open the current public document.
- Include a PDF when the recipient needs a fixed attachment.
- Use supported e-invoicing when structured delivery is required.
Frequently asked questions
- Can invoice and estimate templates use different wording?
- Yes. They have separate localized email and document content while sharing the team brand.
- Can I use HTML in the email body?
- Aeglio supports a safe subset for simple formatting, links and lists. Unsupported or unsafe markup is removed.
- What happens when there is no invoice to preview?
- Aeglio creates a representative preview so the team can review the template before its first real document.
- Does a client need a separate contact?
- No. The client billing email can receive the document directly, with contacts available as optional additional recipients.