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Templates are most effective when they reflect your business’s unique needs and branding. In Zoho ERP, each selected module or feature has a few PDF templates available in its section by default. You can check each template from the gallery and choose the one that best fits your needs. In Zoho ERP, these templates are predefined layouts that you can pick and apply. This section explains how these templates work and helps you choose the one for your business.

To pick a template:

• Go to Settings.
• Navigate to Organisation Settings and select PDF Templates under Customisation.
• Click the category for which you’d like to pick a template, and click + New in the top-right corner of the page to view the gallery of PDF templates.

Alternatively, you can scroll to the bottom of the template gallery and click + New in the New Template card.

For custom modules, you can also build templates from scratch using HTML PDF Templates.

These templates are classified under five variants.

1. Standard

2. Spreadsheet

3. Premium

4. Universal

5. Retail

Each selected module or feature in Zoho ERP comes with its own set of templates, designed to suit its specific purpose. For example, invoices often require more customisation and detailed layouts than quotes, which usually have fewer layout options.

All Templates

All templates available for the selected module or feature will be available under the All tab.

Standard

The Standard category offers a versatile set of templates designed for everyday business use. These templates suit a wide range of industries and documentation needs. Available templates include:

1. Standard

In this template, the name appears on the right, with the details displayed below it. The organisation’s logo and related details are positioned on the left.

2. Standard – Japanese Style

The billing address and transaction details appear in the top-left section. The template name is centred, while the organisation’s logo and address are placed in the top-right corner. Dedicated space is provided for the company seal and signature.

3. Standard – Japanese Style (Without Seal Boxes)

This template follows the same layout as the Japanese Style template, with the billing address and transaction details on the top left, the name centred, and the logo and company address on the top right, without space allocated for seal boxes.

4. Standard – European Style

The transaction name and details are displayed on the left side of the document. The organisation’s logo, organisation details, and billing address are placed on the right, above the line items.

5. Standard – India GST Style

This template includes the fields and sections required to comply with GST regulations in India.

6. POS Standard

This template closely resembles the Standard layout but is specifically designed for businesses that operate using a Point of Sale (POS) system.

Spreadsheet

The Spreadsheet category includes templates designed for item-heavy documents and detailed tabular representation. These templates closely resemble spreadsheet-style layouts, making them ideal for businesses that require structured, column-driven invoices. Available templates include:

1. Spreadsheet

This template presents transaction details in a structured, grid-based format. The organisation’s logo and details appear at the top, followed by clearly defined sections for customer information and line items. It is suitable for documents that require detailed itemisation with a balanced layout.

2. Spreadsheet - Plus

This template extends the standard spreadsheet layout by including additional sections for document-related details, such as project information, shipping details, and tax breakdowns. It is ideal for businesses that require more contextual information alongside line items.

3. Spreadsheet - Lite

A streamlined version of the Spreadsheet template, this layout focuses on essential information only. It reduces visual density while retaining clarity, making it suitable for documents with fewer line items or when a cleaner presentation is preferred.

4. Spreadsheet - Compact

This template is optimised to display a large number of line items within a limited space. By minimising spacing and condensing sections, it allows more data to fit on fewer pages, making it ideal for high-volume or POS-style invoices.

Premium

The Premium category includes visually refined templates with enhanced spacing, typography, and emphasis on key details. These templates are ideal for customer-facing documents where presentation and branding matter. Available templates include:

1. Minimalist

Features a clean layout with subtle visual accents and clear separation of sections, keeping the focus on essential information.

2. Grand

Uses bold headers, balanced spacing, and a prominent layout to highlight key invoice details such as totals and customer information.

3. Continental

Combines structured sections with elegant typography, offering a refined and formal appearance without being visually heavy.

Universal

The Universal category includes versatile templates designed to work well across multiple transaction types, with balanced layouts and clear presentation of key details. Available templates include:

1. Lite

Presents transaction details in a clean, minimal layout with essential information arranged in a clear structure.

2. Simple

Displays customer details, document information, and line items in clearly separated sections with a balanced, uncluttered layout.

3. Compact

Arranges transaction details in a space-efficient format, placing emphasis on line items and totals while minimising vertical spacing.

4. Basic

Uses a bold document title and clearly defined sections to highlight key fields such as billing details, totals, and payment information.

5. Elegant Lite

Available only for custom modules

A professional template dedicated for custom modules with a clean layout that clearly displays the relevant details. Designed for clear readability and a polished appearance.

Retail

The Retail category includes receipt-style and invoice templates optimised for point-of-sale and over-the-counter transactions, with emphasis on itemised pricing and totals. Available templates include:

1. Retail - Standard

Presents itemised details in a compact, receipt-style layout with clear pricing, taxes, and total amounts.

2. Retail - Premium

Organises billing and item information in structured sections with improved spacing and clearer separation of totals.

3. POS Retail - Premium

Displays transaction details in a vertical, POS-friendly format with distinct sections for items, taxes, and totals.

4. POS Retail - Standard

Uses a minimal POS layout that highlights item quantities, rates, and final totals in a streamlined format.

Use the Template

Once you’ve decided on the template you want for your business, hover over the desired template and click Use This.

• Select the template language in the dropdown. If your preferred language is not listed, you can manually paste the translated content in the respective fields.
• Click Use This again. You’ll be directed to the Edit Template page for further customisation.

You can also change the template directly from a module’s overview page. For example, if you’re currently using the Spreadsheet template for a quote and want to switch to the Standard template, follow these steps:

• Go to the Sales module in the left sidebar and select Quotes.
• Select the quote for which you want to change the template.
• Enable the Show PDF View toggle in the top-right.
• Hover over the template and click the Customise dropdown.
• Select Change Template.
• In the pane that opens, hover over the preferred template, and click Choose Template.

The selected template is applied to the transaction’s PDF view.