Document Templates let you control how your business documents look when you export them as PDFs. Design the layout once — add your logo, pick your colors and fonts, choose which details appear — then reuse that template every time you send a sales order, purchase order, quote, or proforma invoice. You can export the finished document in any of seven languages.

This is a web feature, found in your settings. You build and manage templates there, then apply them when you export a document from its detail page.

What you can make templates for

You can create templates for four document types:

• Sales Order

• Purchase Order

• Quote

• Proforma Invoice

Each type has its own templates and its own relevant fields — a purchase order shows your supplier's details, while a sales order shows your customer's.

You can keep up to five templates per document type, so you might have a standard invoice, a deposit request, and a multi-language version all ready to go.

Finding Document Templates

Open Settings → Document Templates. You'll see your templates grouped by document type. Each row shows the template name, its page size, and when it was last updated. The one currently in use for a given type carries a Default badge.

Creating a template

1. Click Create template and choose the document type you want (Sales Order, Purchase Order, Quote, or Proforma Invoice).

2. On the New document template page, enter a Template name (up to 60 characters) and confirm the Document type.

3. Click Create to open the designer.

The document type is fixed once the template is created. If you need a different type, create a new template.

Managing your templates

From the menu (⋮) on any template row you can:

• Edit — open it in the designer.

• Duplicate — make a copy to adapt, named "… (copy)." This is the fastest way to start a similar template.

• Set as default — make this the template that's pre-selected when you export that document type.

• Delete — remove it for good (you'll be asked to confirm).

Designing your template

The designer has two panels: your settings on the left, and a live preview on the right that updates as you work. The preview uses sample data so you can see exactly how a real document will look. Click any section in the preview to edit it, or drag a section by its handle to reorder it.

Overall look

With no section selected, the left panel shows Document settings for the whole template:

• Page size — A4 or US Letter.

• Font — Helvetica, Times New Roman, Courier, Georgia, or Open Sans.

• Font size — Small, Medium, or Large.

• Heading color — pick from a palette of seven.

• Show company logo — turn your organization's logo on or off.

Sections

A document is built from sections. Three are always included and can't be removed:

• Header — the document title, number, dates, and status.

• Line items — the table of products or services.

• Totals — the summary of subtotal, tax, and total.

The rest are optional — add the ones you need with the Add section buttons, and remove any you don't:

• Company ("From") — your own business details.

• Bill to / Ship to — your customer's or supplier's details.

• Payment details — bank and payment information.

• Notes — a free-text block.

• Footer — small print at the bottom of the page.

Click a section to open its settings. Here's what each lets you control.

Header — show or hide the logo, a secondary date (labeled "Due date," "Valid until," or "Expected delivery" depending on the document), and a reference number.

Company ("From") — set a custom heading (such as "From" or "Seller"), show your logo, and choose which details appear: name, address, phone, email, website, VAT/tax ID, and registration number. Reorder them by dragging.

Bill to / Ship to — set separate headings for the billing and shipping blocks, and choose which fields appear in each (name, address, contact person, phone, email, and more).

Line items — this is the main table. Turn line numbers and striped rows on or off, then pick your columns: item name, your catalog number, the supplier's catalog number, asset IDs, serial numbers, quantity, unit of measure, unit price, line discount, line tax, line total, and any custom fields. Drag the columns into the order you want.

Totals — choose which totals to show and in what order: subtotal, discount, tax, shipping, rounding, total, and (for sales documents) amount paid and balance due.

Payment details — add a heading and fill in your bank and payment information: bank name, IBAN, BIC/SWIFT, account number and holder, payment terms, and more.

Notes — add a heading and your own text, such as "Thank you for your business."

Footer — add a heading and footer text (for legal notes or disclaimers), and optionally show page numbers and your tax ID.

Filling in your own values

Some fields have no automatic source — your bank name, IBAN, or website, for example. For these, click the Value button next to the field and type what should print on the document. That text then appears every time you use the template.

Previewing the exact PDF

The right-hand preview shows the layout live. To see the true final result, click Preview in the top toolbar — this renders the actual PDF with your chosen fonts, spacing, and colors, exactly as it will export.

Saving

Click Save & close to make your changes live; you'll see a "Template saved" confirmation. If you want to back out, Reset discards your unsaved edits and reloads the last saved version. If you try to leave with unsaved changes, the app warns you first.

Setting a default template

Each document type can have one default. From the template list, choose Set as default on the template you want. When you export a document of that type, this template is selected for you automatically — though you can still pick a different one at export time.

Exporting a document with a template

Once your templates are ready, you produce the actual PDF from the document itself:

1. Open the sales order, purchase order, quote, or proforma invoice you want to export.

2. From its menu (⋮), choose Export with template.

3. In the Export document dialog, choose:

   • Template — which design to use (your default is pre-selected).

   • Language — the language for the document.

4. Click Download PDF.

The file downloads named after the document number, for example PO-12345.pdf. AssetBlaze remembers your last template and language choice for next time.

Working in multiple languages

You can export the same document in any of seven languages: English, German, French, Italian, Greek, Czech, and Bulgarian.

Here's how the language choice works:

• Standard labels translate automatically. Built-in labels — like "Quantity," "Unit Price," "Total," and "Balance Due" — appear in the language you select at export time. You don't have to translate them yourself.

• Your own text stays as you wrote it. Text you type into the template — section headings, notes, footer text, payment instructions — prints exactly as entered, in whatever language you wrote it.

So if you regularly send documents to customers in two languages, a practical approach is to keep one template per language, each with its custom text written in that language, and select the matching language when you export.

Tips

• Start by duplicating. Build one solid template, then duplicate it for variations rather than starting from scratch.

• Use the PDF Preview before saving. The live preview is a guide; the PDF Preview shows the real output.

• Set a default for each document type so everyday exports are one click away.

• Keep custom text language-specific. Remember that only the standard labels translate — write a separate template if you need notes and terms in another language.