In any business, maintaining consistency and efficiency is essential. Productive's customizable document templates help you simplify your workflow by ensuring that every invoice, proposal, and purchase order meets your company's standards.
Creating and using these templates allows you to save time, reduce errors, and create a consistent look for all of your business communications.
Accessing Document Templates
1) To begin customizing your document templates, navigate to Settings > Document templates.
2) Click on "Add document template" to initiate the creation process.
3) This will redirect you to the template editor, where you can personalize your document according to your preferences. As you make changes, the preview panel on the right will provide real-time visual feedback.
Template Types
Productive offers several template types:
Invoices
Deal proposals
Budget proposals
Purchase orders
Upon selecting a template type, you can choose between two default designs: Standard or Elegant.
Document Style Editor (Beta)
Note: Document Styles is a beta feature and may not yet be available to all users.
Document Styles lets you style PDF documents (invoices, deal proposals, budget proposals, and purchase orders) with greater precision.
To access Document Styles, go to Settings > Document Templates > Document Styles. There, you can adjust:
Typography: Upload custom fonts and adjust text appearance (e.g., font size, color, bold, italics).
Document settings: Set background colors, margins, and overall structure.
Section styling: Customize headers, notes, footers, and info sections, including alignment and spacing.
Tables: Adjust table layout, including spacing, borders, and row colors.
For detailed guidance, check out the dedicated article on the Document Style Editor (Beta).
Customizing Invoice Templates (Click Here To Expand)
Customizing Invoice Templates (Click Here To Expand)
When customizing invoice templates, you can configure sections such as Localization, Customization, and Email.
LOCALIZATION
Choose the language for your invoice PDF.
Note: The selected document language determines the date format on your invoices. For instance, selecting English (US) will format dates as MM-DD-YYYY, while English (UK) will display dates as DD-MM-YYYY.
CUSTOMIZATION
Include a default note to appear on every invoice. If necessary, this note can be further edited during invoice creation in the invoice wizard.
Add a custom footer to your invoice if desired.
Attach files to include in the invoice PDF.
Utilize the eye icon to hide specific labels or fields within the document.
Enable the "Disable repeating header" option to display the header only on the first page of the invoice.
In the Email section, you can draft your invoicing email, including the subject line (which can be edited when sending the email from the invoicing screen), and add recipients (+ CC and BCC options).
Customize the body of the email using dynamic fields, accessible by hovering over the ℹ️ icon.
These fields automatically populate with information such as the PO number, sender name, or project name, saving you time. Ensure to enclose variables within {curly} brackets for proper functionality.
Explore additional text editing options available at the bottom of the email template tray, including bullet lists, strikethroughs, quotes, links, and emojis, to enhance your email communication.
Customizing Proposal and Purchase Order Templates (Click Here To Expand)
Customizing Proposal and Purchase Order Templates (Click Here To Expand)
Similar to invoice templates, deal and budget proposal and purchase order templates offer customization options for Localization and Customization.
LOCALIZATION
Choose the language for your PDFs. The selected document language determines the date format on your invoices. For instance, selecting English (US) will format dates as MM-DD-YYYY, while English (UK) will display dates as DD-MM-YYYY.
CUSTOMIZATION
Include a default note to appear on every PDF template. If necessary, this note can be further edited while exporting the document in the deals or budgets screens.
Add a custom footer to your document if desired.
Attach files to include in the PDFs.
Utilize the eye icon to hide specific labels or fields within the document.
Enable the "Disable repeating header" option to display the header only on the first page of the invoice.
Override labels
If you need to use custom classifications in your documents, you can tick the "Override labels" box and add your own labels.
Using Document Templates
After saving your document templates, you can use them in different segments of Productive.
Invoice Templates
When drafting an invoice, select the desired invoice template from the Document template dropdown.
After finalizing the invoice and selecting the Send to client option, the email setup reflects the one you added in the Document templates editor.
Deal Proposal
To export a deal proposal, navigate to the Deal sidebar and open the PDF tab.
From there, select or edit the proposal document information (by clicking on Edit document info) and select Export Proposal PDF to download the file.
Budget Proposal
Access the Budget sidebar and navigate to the PDF tab.
From there, either download the proposal file directly by selecting Export Proposal PDF or further modify the file by selecting the Edit document info option before downloading.
Purchase Order
To assign a template to your purchase order, select the "Template" dropdown while drafting your purchase order.
