Design your invoice template

An invoice with no logo and no terms looks like a receipt. Design yours under Features → Invoices → Template. Add a logo, pick a design, write your footer, and translate the labels for customers who do not read English.

What this does

Business customers file your invoice, forward it to their accounts team, and sometimes attach it to a claim. It should carry your name and your terms.

Add your logo

1. Go to Features → Invoices → Template.
2. Under Invoice logo, select Add files.
3. Upload a .jpg or .png.

Your logo appears at the top of every invoice.

Pick a design

Under Change invoice template, choose the design customers see when they download.

Look at each one with a real order before deciding. A layout that suits three line items can look sparse with one.

Write your footer

Invoice footer and terms holds the text at the bottom of every invoice:

• Payment terms — When payment is due — "Net 30", or "Paid in full"
• Return policy note — A one-line summary and where to read more
• Legal disclaimer — Anything your accountant or lawyer asks for

There is a Footer preview so you can see it before saving.

Payment terms matter most. A business customer with no terms on the invoice has to ask, and that is a delay in getting paid.

Set the date format

Under Date format, pick how dates appear: MM/DD/YYYY, DD/MM/YYYY, YYYY-MM-DD, DD MMM YYYY, or MMM DD, YYYY.

Match your customers, not yourself. 03/04/2026 means two different dates depending on where the reader is. DD MMM YYYY is unambiguous everywhere.

Translate the labels

Invoice languages translates the labels on your template — Invoice, Total, Quantity, and the rest.

Order details stay as they are. Names, addresses and amounts are not translated, which is correct: a customer's address should read as they wrote it.

Good to know

Invoices are generated when downloaded. Change the template and past orders downloaded afterwards use the new design too. That is usually what you want, but it means a redesign applies backwards.

Check one real invoice before relying on it. Preview is not the file the customer gets. Download an invoice for a real order and read it through.

A logo file that is too large slows the PDF. Use a reasonably sized image, not a full-resolution export.

Tax numbers are set separately. See Put your tax numbers on invoices.

Troubleshooting

• The logo does not appear — Why: It was not uploaded, or the format is unsupported — Fix: Use a .jpg or .png
• The footer is empty — Why: No text entered — Fix: Fill in the footer fields
• Dates look wrong to customers — Why: The format suits you, not them — Fix: Use DD MMM YYYY
• Labels are still English — Why: That language was not generated — Fix: Generate it under Invoice languages
• Addresses were not translated — Why: They are order details, not labels — Fix: Working as intended
• An old invoice looks different — Why: Invoices use the current template when downloaded — Fix: Expected

FAQ

Can I change how invoices look?

Yes. Add a logo, pick a design, write the footer, and set the date format under Features → Invoices → Template.

Will past invoices change?

Invoices are generated when downloaded, so a past order downloaded now uses your current template.

What should I put in payment terms?

Whatever a business customer needs to pay you — "Net 30", "Due on receipt", or "Paid in full" for prepaid orders.

Does translation cover the whole invoice?

Only the labels. Names, addresses and amounts stay exactly as they were entered.

Which date format should I use?

DD MMM YYYY if you sell internationally. It cannot be misread.

Related articles

• Send PDF invoices to customers
• Set your invoice numbering
• Put your tax numbers on invoices
• Let customers pay outstanding invoices

Updated on: 21/08/2026