Support

Templates

Print forms, document email, labels, and screen layouts.

7. Templates

The Templates menu controls how your documents look on paper and in email, what your labels carry, and which fields appear on screens.

Where to find it: Admin › Templates › Print templates

Every document has a built-in print form used when it is printed or emailed. To change the look, copy a built-in form (or click New ship doc form) and edit the copy in the form designer; the preview updates as you work. Checked fields on a custom form are the fields on the PDF, including a PDF attached by an alert.

When a document is printed, Invatrak uses an active custom form for that document type whose Doc status filter allows the document's status, preferring the one marked Is default; otherwise the built-in form is used.

Who can change these settings: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.

Name, Description, and Active

The template's name and a note on what it is for, and whether it can be used. Untick Active to retire a template without deleting it.

  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: "Invoice - no prices" for packing slips.

Is default

Makes this the preferred custom form for its document type. Tick it on the form most documents should use.

  • Default: Off.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Tick on "Invoice - standard".

Document

The document type the template prints: quote, sales order, ship doc, customer return, purchase order, receiver, vendor return, adjustment, value adjustment, repair order, work order, transfer, or count. Set it once when you create the template.

  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: ship doc.

Doc status filter

Limits the template to documents in the ticked statuses. Leave everything clear to use it in any status; tick statuses to have, for example, a pro-forma layout before shipping and an invoice layout after.

  • Default: None ticked (any status).
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Tick Processing and Approved on "Pro-forma invoice".

Send to type

Which address a document is emailed to when it is sent with this template: Contact, Billing, or Shipping. Billing falls back to the contact; Shipping falls back to billing, then contact. Use Billing for invoices that go to accounts payable.

  • Default: Contact.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Billing for ship doc invoices.

Title

The heading printed at the top of the document. Use the word your customers expect.

  • Default: The document name (ship doc forms use Invoice).
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: "Invoice" on ship docs, "Pro-forma" on a pre-shipment form.

Theme

Sets the printed look. Modern keeps the template's accent and type. Classic uses a serif header and a brown accent. Compact tightens the type and the margins.

  • Default: Modern.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Classic for a traditional invoice. Compact for a packing list.

Orientation

Portrait (8.5 inches wide) or Landscape (11 inches wide). Use Landscape for documents with many columns.

  • Default: Portrait.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Landscape for a wide count sheet.

Whether your company logo prints, how big (Small, Medium, Large), and where (Left, Center, Right). The logo comes from Logo address on Company info.

  • Default: Shown, Small, Left.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Medium logo, centered.

Accent color

The color of the header band and the column-heading row, as a hex color code. Use your brand color.

  • Default: #0B2A5B (navy).
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: #0B2A5B.

Show barcode and Barcode field

Prints a barcode of the chosen document field, normally the document number. Keep it on if you scan paperwork at the dock or desk.

  • Default: Shown, document number.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Barcode of the document number on pick tickets.

Font family

The typeface: Open Sans, PT Serif, Georgia, or Courier New. Choose a clean sans-serif for most documents.

  • Default: Open Sans.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Georgia for a more traditional invoice.

Font sizes: Header and footer, Item

The size of the title text (10 to 28) and of the line-item table text (8 to 18). Make Item smaller if long orders run onto extra pages.

  • Default: Header 16, Item 12.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Header 18, Item 10.

Item font color

The text color of the line-item column headings, shown on the accent color. Keep it light on a dark accent color.

  • Default: #ffffff (white).
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: #ffffff.

Margins (Left, Right, Top, Bottom)

Space around the page edge, in points (72 points = 1 inch). Increase them if a printer cuts off the edges or you print on letterhead.

  • Default: Left and Right 36, Top and Bottom 24.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Top 72 to clear a letterhead.

Include date and time, Include page numbers

Prints the date and time the document was printed, and page numbers, in the footer. Keep both on for multi-page documents.

  • Default: Both on.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Footer shows "Printed 10-19-2026 2:14 PM" and "Page 1 of 2".

Line columns

Which columns the line table shows: Line, Item, Description, Quantity, Price, Amount, Unit, Serial or lot. Untick Price and Amount for a packing slip.

  • Default: Line, Item, Description, Quantity, Price, Amount.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Item, Description, Quantity, Serial or lot for a packing list.

Data fields (check and drag to order)

The document fields printed above and below the lines, such as bill-to and ship-to addresses, customer PO, terms, and totals. Tick the fields you want and drag them into order; checked fields show in the preview and on the PDF.

  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Add Customer PO and Ship via near the top.

Email templates

Where to find it: Admin › Templates › Email templates

Email templates hold the subject and message sent when a document is emailed. There is one per document type: Invoice (ship doc), Sales order, Purchase order, Quote, Repair order, Receiver, Adjustment, Transfer, Customer return, Vendor return, and Work order. The document's PDF is attached automatically.

Placeholders are replaced when the email is sent: {{company}}, {{number}}, {{party}}, {{date}}, {{total}}, and {{docLabel}}. Type them with double braces.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

Name, Description, and Active

A name and note for the template, and whether it is active. Alerts that use an email template only use it while it is active.

  • Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
  • Example: "Invoice email".

Subject

The email subject line, with placeholders. Put the document number in it so customers can find the email later.

  • Default: {{company}} {{docLabel}} {{number}}.
  • Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
  • Example: {{company}} {{docLabel}} {{number}}.

Body

The message text, with placeholders. Keep it short; the PDF carries the detail.

  • Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
  • Example: Hello {{party}}, attached is {{docLabel}} {{number}} dated {{date}} for {{total}}.
  • Caution: The hint on this page shows placeholders with single braces, such as {company}. Use double braces, {{company}}; single braces are sent as typed.

Cc and Bcc

Addresses copied on the email. Use Bcc to keep a copy in a shared mailbox.

Cc and Bcc are offered when emailing from a customer or vendor record and when batch-emailing documents.

  • Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
  • Example: Bcc: archive@yourcompany.com.

Format

Whether the body is written as plain Text or HTML. Leave it on Text unless you are comfortable writing HTML.

  • Default: Text.
  • Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
  • Example: Text.

Label templates

Where to find it: Admin › Templates › Label templates

Label templates set the size and content of labels downloaded from item, serial, and ship-doc screens as a PDF or as ZPL for a label printer. The first active template of the right type is used. Add a label with a name, then open it to set it up.

Who can change these settings: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.

Type

What the label is for: Item, Serial or lot, Location, or Ship doc. Make one template per type you print.

  • Default: Item.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Serial or lot for serial stickers.

Width (inches) and Height (inches)

The label size, from 1 to 8 inches wide and 0.5 to 6 inches high, in quarter-inch steps. Match your label stock exactly.

  • Default: 2.25 x 1.25.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: 2.25 x 1.25 for standard thermal labels.

Show a barcode

Prints a barcode on the label. Keep it on if labels are scanned.

  • Default: On.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: On.

Fields

The text printed on the label: Item, SKU, Serial or lot, Location, Bin, Customer, Document number. Pick only what fits.

  • Default: Item, Serial or lot.
  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Item and Serial or lot.

Page layouts

Where to find it: Admin › Templates › Page layouts

Page layouts decide which fields show on record and document screens, and their order and section titles. Layouts exist for vendors, locations, contacts, lots and serials, customers, leads, customer and vendor addresses, items, the select-items-to-ship and select-items-to-receive windows, bins and lots, payments, carts, and each document's header and lines (with separate editing and viewing layouts).

Who can change these settings: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.

Section title

The heading of a section of fields. Rename it to match your terms.

  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: "General" renamed "Account details".

Show (per field) and order

Whether each field appears, and in what order. Untick fields your team never uses so screens stay short. Fields marked "always shown" cannot be hidden.

Hiding a field only hides it on screen; existing values are kept.

  • Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
  • Example: Hide Website on vendor screens.