Document Templates

Every printable document in YSUITE — invoices, quotations, purchase orders, payslips and more — is generated from a document template you can design yourself.

Requires admin access to manage templates.

Designing a template

1. Go to Settings → General → Document Templates.
2. Click + New Template, or start from a built-in theme.
3. Duplicate an existing template as a starting point for a variant instead of building from scratch.
4. Customise layout, branding, and the fields shown.
5. Save.

Setting defaults

Set a default template per document type, per module — so a new invoice, for example, automatically uses your chosen invoice layout without anyone picking one manually.

Overriding on a single document

A template is for the common case. On an individual document, you can override:

• Terms and conditions
• Notes
• Header and footer text

The shared template stays untouched for everyone else, and the override is preserved on the document's PDF snapshot — so a reprint later matches what was originally issued, even if the shared template has since changed.

Attachments

Attach supporting files to a template — for example, a signed authorisation letter that should appear alongside every payslip — pulled from the shared file library.

Tips

• Set a default template per document type before your team starts issuing documents, so nobody has to remember to pick one.
• Use a per-document override for a one-off exception rather than editing the shared template — it keeps the shared template's history clean.