Templates

Create reusable templates for invoices, quotes, and other documents.

Overview

Templates let you save invoices, quotes, and expenses as reusable starting points. Instead of building a document from scratch each time, you can create it from a template that includes pre-filled line items, amounts, and settings.

Key characteristics:

  • Document types — Templates can be created for invoices, quotes, and expenses.
  • Full content — Templates include the title, line items, transaction groups, amounts, tax settings, and company.
  • Stored separately — Templates are kept in a special internal project and do not appear in your regular project lists.
  • Clone-based — Creating a document from a template copies (deep clones) all the template content into a new document.

Creating a Template

There are two ways to create a template:

From the Templates Page

  1. Navigate to the Templates page.
  2. Click New Template.
  3. Select the type (Invoice, Quote, or Expense).
  4. Fill in the title, line items, and other fields.
  5. Save the template.

From an Existing Document

When viewing an invoice, quote, or expense, you can save it as a template. This copies the entire document — including all line items and settings — into a new template.

Using a Template

When creating a new invoice, quote, or expense, you can choose to import from a template.

What Gets Copied

  • Title, content, and footer
  • All transaction groups and line items (descriptions, quantities, amounts)

What Gets Reset

  • The document number (a new number is auto-generated)
  • The state (always starts as Draft)
  • The date (set to today)
  • For quotes: the acceptance status is reset to not accepted

Duplicating a Template

You can duplicate an existing template to create a variation. The duplicate includes all the same content and can be edited independently.

Editing & Deleting Templates

Editing

Click a template to open it for editing. Changes to a template do not affect documents that were previously created from it.

Deleting

Click the delete icon to remove a template permanently.

How-to Guides

Template Principles

Templates follow the DRY (Don't Repeat Yourself) principle. There are three core capabilities:

  1. Create from scratch — Build a template directly from the Templates page
  2. Import into documents — Load a template into a new Quote, Invoice, or Expense
  3. Save from existing — Save any existing document as a template for reuse

Templates are type-specific: a quote template can only be imported into quotes, an invoice template into invoices, and so on. To convert between types (e.g. use a quote template as an invoice), load the template into the matching type first, then convert the document (e.g. convert the quote to an invoice).

Permissions by Role

Action Owner Super Admin Admin Accountant General Client
View templates Yes Yes Yes Yes No No
Create templates Yes Yes Yes Yes No No
Edit templates Yes Yes Yes Yes No No
Delete templates Yes Yes Yes Yes No No
Create from template Yes Yes Yes Yes No No

Key Notes

  • Templates are available to all users who can manage the associated document type (invoices, quotes, or expenses).
  • General Users, Contractors, and Clients cannot access templates.
  • Templates are shared across the account — any authorised user can use or modify them.