Document layout

Document layout is the editor for how your printed documents look. Open Workspace Settings, then the Document layout tab, at /settings?tab=document-layout. It applies to invoices, quotes, receipts, statements, and packing slips, on screen, on the printed page, and in the PDF.

There are no ready made templates to pick. You build the layout yourself, and every control changes the preview and the document. The controls are in a column on the start side of the page, and the live preview of the real document is on the end side. The preview stays in view while the controls scroll.

#Access

The tab needs the Invoices module, and it is for SUPER_ADMIN and MANAGER. A person whose access includes viewing the layout but not editing it sees the page with a note that an administrator can grant edit access from Users and Roles.

#The live preview

The preview shows a sample document with your layout on an A4 page, with sample figures. It updates as you edit and nothing is sent.

• Document type switches the sample between Invoice, Quote, Receipt, Statement, and Packing slip.
• Zoom offers Fit and 100%.
• Hide preview and Show preview make room for the controls on a small screen.

#Letterhead

The letterhead is shown at the top of every document. Its lines are the company name, a tagline, an address, a phone number, an email address, a website, and the tax ID.

• A line left empty is not printed.
• Each of the tagline, address, phone, email, and website has a switch, labelled Show … on documents. Turn it off to hide the line from documents without clearing what you typed.
• The company name and the tax ID always print. The company name defaults to your business name.
• The email must be a valid address, like [email protected]. Until it is fixed, saving is blocked and the page says to fix the email address.

#Logo

Under Document logo, upload a logo or choose one from your images. Left empty, documents fall back to your workspace branding logo, and the page says so. Remove the logo to go back to that fallback. A custom document logo is part of the Scale plan. On a plan below Scale, the controls are replaced by a short line with an Upgrade to Scale link, and the Agaro logo shows on the documents.

• Logo size is a slider from 50% to 200% in steps of 5%. 100% is the standard size. The size applies to the preview, the printed page, and the PDF.
• Logo position is Document default, Start, Center, or End. Document default keeps each document's own place for the logo.

#Style

• Layout style: Light (minimal lines and plenty of whitespace, the default), Boxed (each block framed in a soft border), Bold (a heavy header band and strong section rules), Striped (zebra striped line item rows), or Folder (a tabbed header with a colored side spine).
• Font: Lato, Roboto, Open Sans, Montserrat, Oswald, Raleway, Tajawal, or Fira Mono. The font applies to printed documents only, not to the application.
• Spacing: Compact, Comfortable, or Spacious. It sets the height of the line item rows and the gap between blocks.

#Colors

Leave a color empty and documents stay monochrome. Colors apply to printed documents only. The application stays black and white.

• Primary color is the accent for headers and rules.
• Secondary color is for muted text and accents.
• Invoice page color sets the page background for printed invoices and invoice PDFs. It changes invoices only, not quotes, receipts, reports, or the application.

#The color picker

Each color is a field with a swatch, a hex input, and a reset. Select the swatch to open the picker in place.

• A saturation and brightness area and a Hue slider choose the color. The hex input takes values like #1f1f1f, and a half typed value never leaves the form with an invalid color, because the field holds either empty or a valid color.
• Brand colors are your workspace's own brand colors, shown first when your workspace has a themed brand. Suggestions follow.
• Reset … to monochrome clears the color.
• Under the field, a contrast line says how readable the color is on the page it prints on, for example "Contrast 7.5:1 on the page. Easy to read." or "Hard to read." When it is too faint, Make readable adjusts it with one click.

#Invoice table columns

Invoice table columns chooses what the line items table shows on invoices and quotes. Quantity and Unit price each have a switch. The description and the amount always print.

#Document text and footer

Document text is printed on invoices and estimates: an Introduction, Notes, and a Closing line such as "Thank you for your business." Leave a field empty to leave it out.

The Footer is shown at the bottom of every document, for bank details, payment terms, or a thank you note. Basic formatting (bold, italic, lists) is kept and unsafe formatting is removed.

Your standard terms and conditions are not set here. They live in Invoice terms, under Customer invoices in Finance settings, and they print under the totals.

#Save

The editor keeps a Save bar in view while the controls scroll. There are two independent saves:

• Letterhead and text: the company name, tagline, address, phone, email, website, tax ID, and the document text.
• Style and layout: the logo, size and position, colors, font, spacing, and the options.

Because they do not depend on each other, a refusal in one never blocks the other. A refusal names its part and its reason, for example that the letterhead and text could not be saved. Discard changes returns the controls to what is saved.

#Common problems