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 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 fonts like Helvetica, Times, Courier, or custom options
• Header Font Size: Control the size of your company name and invoice title (default: 22pt)
• Body Font Size: Set the size for line items and descriptions (default: 12pt)

Colors

• Accent Color: Primary brand color used for headers and highlights (default: #00A4FF)
• Header Background: Optional background color for the header section
• Text Color: Main text color for body content (default: black)
• Muted Text Color: Secondary text for labels and notes (default: #6B7280)

Layout Options

• Header Style: Choose between different header layouts
• Logo Position: Place your logo left, center, or right
• Table Style: Select how line items are displayed (bordered, striped, minimal)
• Show Divider Line: Toggle separator lines between sections

Footer Text

Add custom footer text to appear at the bottom of every invoice and estimate:

• Payment terms and conditions
• Warranty information
• Thank you messages
• Legal disclaimers

Line Item Photos

How Photos Appear in PDFs

When you add photos to estimate line items using the Photo Library:

• Photos render below each line item that has one
• Size: 120px wide by 80px tall with rounded corners
• No photo, no change: Line items without photos render normally
• Professional presentation: Photos help customers visualize materials and work

Adding Photos to Line Items

1. Create or edit an estimate
2. Add line items as usual
3. Click the photo icon next to any line item
4. Select from your Photo Library or upload a new image
5. Preview your estimate PDF to see photos below line items
6. Send or download - photos appear automatically in the PDF

Best Practices

• Use clear, well-lit photos that show materials or equipment clearly
• Upload once, reuse everywhere - photos saved to your library are available across all estimates
• Show options - Add photos to multiple line items to let customers compare choices
• Keep it relevant - Only add photos where they add value to the customer's understanding

AI Style Matching

Upload a Reference Invoice

Let AI analyze your existing invoice style:

1. Click "Upload Reference Invoice" in template settings
2. Select a PDF of an invoice you've sent before
3. AI analyzes fonts, colors, spacing, and layout
4. Review suggested settings and apply with one click
5. Fine-tune any settings to perfect your style

Previewing Changes

The live preview on the right updates as you change settings:

• See exactly how your invoices will look
• Test different color combinations
• Preview line item photos in context
• Ensure branding consistency

Tips

• Keep it professional - Simple, clean designs build trust
• Use your brand colors - Match your logo and website
• Test readability - Ensure text is easy to read at all sizes
• Preview before sending - Always check the PDF before sending to customers
• Photos increase conversions - Estimates with photos get approved faster
• Consistent sizing - All line item photos use the same 120x80px size for a clean look

Questions

Q: Can I have different styles for invoices and estimates? A: Not currently - the same template applies to both. We recommend choosing a style that works well for both document types.

Q: Will my existing invoices change? A: No - template changes only apply to new invoices and estimates created after you save your settings.

Q: Can I reset to default styling? A: Yes - contact support and we can reset your template to BlueClerk defaults.

Q: Do line item photos increase file size? A: Yes, but minimally - images are automatically resized to 120x80px thumbnails to keep PDFs lightweight while maintaining quality.

Q: Can I add multiple photos to one line item? A: Not currently - each line item supports one photo. Add multiple line items if you need to show different angles or options.

Q: Will photos appear on invoices too? A: Only if the invoice was created from an estimate that had photos. Photos added to estimates will carry over to invoices generated from those estimates.