Invoice Template Customization

Overview

Customize how your invoices and estimates look when sent to customers or downloaded as PDFs. Choose fonts, colors, and layout options to match your brand. You can even upload a reference invoice or PDF and let AI analyze it to match your existing style automatically. Line item photos can now be included in PDFs to show customers exactly what materials or work you're proposing.

Accessing Template Settings

1. Go to Settings in your contractor dashboard
2. Click "Invoice Style" in the sidebar
3. See live preview of your current template on the right

Customization Options

Typography

• Font Family: Choose from professional font options (Arial, Helvetica, Times New Roman, etc.)
• Header Font Size: 12px - 36px for company name and invoice title
• Body Font Size: 8px - 16px for line items and body text

Colors

• Accent Color: Primary brand color for buttons and highlights
• Header Background: Optional background color for the header section
• Text Color: Main text color throughout the document
• Muted Text Color: Secondary text for less prominent information

Layout Options

• Header Style: Choose between centered or left-aligned headers
• Logo Position: Place your logo left, center, or right
• Table Style: Select bordered, striped, or minimal table designs
• Divider Line: Toggle the line between header and body sections
• Footer Text: Add custom text at the bottom (up to 500 characters)

AI Style Analysis

Upload a Reference Invoice

Instead of manually adjusting every setting, upload a reference invoice or PDF and let AI extract the visual style automatically:

1. Scroll to "Analyze Reference" section
2. Upload a file: Choose an image (JPG, PNG) or PDF of an existing invoice
3. Click "Analyze with AI"
4. Review extracted styles: AI identifies colors, fonts, and layout preferences
5. Click "Apply Styles" to update your template, or adjust manually

What AI Extracts

The AI analyzes your reference document and extracts:

• Accent Color: Primary brand/accent color as hex code
• Text Color: Main text color as hex code
• Muted Text Color: Secondary/lighter text color as hex code
• Font suggestions: Recommended fonts based on the document style

Note: AI analysis works with both image files (.jpg, .png) and PDF documents. PDFs are sent as document blocks to Claude for native reading.

Tips for Best Results

• Use a clear, high-resolution scan or screenshot of your reference invoice
• Ensure text is readable - blurry images may produce inaccurate results
• Review before applying - AI suggestions are a starting point, not perfect matches
• Iterate if needed - Upload different examples if the first result isn't right

Including Line Item Photos

When creating invoices or estimates:

1. Add photos to line items using the Photo Library
2. Photos appear in the PDF next to their corresponding line items
3. Thumbnails are auto-resized to 300px for clean presentation
4. Perfect for material options - Show customers exactly what they're getting

See the Photo Library help article for details on managing your company photo collection.

Previewing Changes

The live preview updates instantly as you make changes:

1. Adjust any setting on the left
2. See the preview update on the right in real-time
3. Test with different data by changing preview invoice details
4. Save when satisfied with the look

Saving Your Template

1. Make your customizations or apply AI-analyzed styles
2. Review the live preview
3. Click "Save Template"
4. All future invoices and estimates use the new styling automatically

Tips

• Keep it readable - Don't make body text too small (minimum 10px recommended)
• Test with real data - Preview with actual invoice details to ensure everything fits
• Match your website - Use the same colors and fonts as your company website
• Use AI for consistency - Upload your current invoice to match existing branding exactly
• PDF upload supported - Upload PDF invoices directly for AI analysis

Questions

Q: Will this change my existing invoices? A: No, only new invoices and estimates use the updated template. Previously sent documents remain unchanged.

Q: Can I have different templates for invoices vs. estimates? A: Currently, one template applies to both. This may change in a future update.

Q: What if the AI gets my colors wrong? A: You can manually adjust any extracted values before applying them, or apply and then fine-tune individual settings afterward.

Q: Can I upload a PDF invoice for AI analysis? A: Yes! The AI can read both image files (JPG, PNG) and PDF documents. PDFs are processed natively for accurate style extraction.

Q: Does AI analysis use my AI credits? A: Yes, analyzing a reference invoice uses AI credits from your monthly allocation - typically 1-2 credits per analysis.