PDF Templates
Templates are predefined formats or layouts that serve as a starting point for creating something, such as a document, website, or design. They provide a structure or framework that can be customized to create professional-looking PDFs without starting from scratch.
Zoho Spend comes with predefined templates. Customize the template to reflect your brand identity and include essential information related to your transactions using one of the pre-loaded templates or by creating a new one.
Create a New Template
While creating a new template, you can choose one of the predefined templates and make the required changes. Here’s how you can create a new template:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select PDF Templates under Customization.
- Click + New Template.
- Hover over one of the predefined templates and click Use This to choose the template.
Pro Tip: If you would like to view the design of the predefined templates beforehand, go to the previous page and click the name of the template. A preview of the template will open.
- Under Template Properties, you can set up the general properties.
- Enter the following details:
| Fields | Description |
|---|---|
| Template Name | Enter a name for your template. |
| Paper Size | You can select either A4 or Letter sizes based on your preference. |
| Orientation | Select either Portrait or Landscape as the orientation. |
| Margins (in inches) | The margins of the template determine how much distance there is between the template’s content and its edges. |
- Under the Fonts tab, enter the following details:
| Fields | Description |
|---|---|
| PDF Font | This is the font that will be used to display content in this template. A note will appear under the selected font explaining the languages it’s best suited for. |
| Label Color | Select a different font color for each column being displayed. |
| Font Color | Choose a font color. |
| Font Size | Specify the font size for the displayed invoice. |
- Under the Background tab, enter the following details:
| Fields | Description |
|---|---|
| Background Image | Drag and drop or upload the image you would like to have as the background image for this PDF template. |
| Image Position | Select the image position. You can either choose Top left, Top center, Top right, Center left, Center center, Center right, Bottom left, Bottom center, or Bottom right. |
| Background Color | Choose a background color. |
- Under Header, you can set up the header of the PDF report.
| Fields | Description |
|---|---|
| Organization Logo | Enable this option to display your organization’s logo. |
| Organization Name | Enable this option to display your organization’s name in the header. |
| Organization Address | Choose whether you want to display your organization’s address on the header. |
| Document Title | Enter a title for your PDF Report. |
| Report Number | Mark this checkbox if you want the report number to be displayed. |
| Amount to be Reimbursed | Enable this option to display the amount to be reimbursed. |
| Total Amount | Enable this option to display the total amount in the header. |
| Background Image | A background image can be added to fill the header section of the template. The size of the background image cannot exceed 1 MB. |
| Background Color | The background color of the header section can be changed either by entering a hex color code or clicking the colored sqaure to open the color picker. |
| Customize your header content | Customize the header content of your template with placeholders and font options. |
| Apply to first page only | Enable this option to customize the header section differently for the first page. You can also provide separate header content for the other pages. |
- Under Footer, you can set up the footer of the PDF report.
| Fields | Description |
|---|---|
| Page Number | Enable this option to display the page number of the PDF at the footer. |
| Submitter Signature | Mark this checkbox if you want the name of the submitter to be displayed. |
| Approver Signature | Choose whether you want to display the name of the user who has approved the report. |
| Approval History | You can choose to display the details of the approvers and the dates on which the report was approved. |
| Background Image | Drag and drop or upload the image you would like to have as the background image for this PDF template. |
| Image Position | Select the image position. You can either choose Top left, Top center, Top right, Center left, Center center, Center right, Bottom left, Bottom center, or Bottom right. |
| Background Color | Choose a background color. |
| Page Number | Mark the Page Number checkbox if you want to include page numbers. |
| Page Number Position | Select where you want the page numbers to appear. |
| Page Number Format | Select the page number format from the pre-defined list of formats. |
- Under Report Fields, you can choose the report details that have to be displayed in the PDF.
| Fields | Description |
|---|---|
| Report Name | Enable this option to display the report’s name. |
| Submitted by | Enable this option to display the name of the user who has submitted the report. Enter another name for the field under Display Name if you want to display the field with a different name. |
| Report To | Choose whether you want to display the user to whom the report was submitted. Change the Display Name “Report To”, if required. |
| Submitted on | Mark this checkbox if you want to display the date of submission on the PDF. Enter a different Display Name, if required. |
| Report Duration | Mark this checkbox if you want the report duration to be displayed. Enter another name for the field under Display Name if you want to display the field with a different name. |
| Customer | Enable this option to display the customer for whom the expense was incurred. Change the Display Name of the field, if required. |
| Project | Enable this option to display the project for which the expense was incurred. Change the Display Name of the field, if required. |
| Custom Fields | Mark this checkbox if you want to display the custom fields you had created. |
- Under Summary, you can choose to display details such as trip summary, policy violations and more.
| Fields | Description |
|---|---|
| Trip Summary | Enable this option to display the associated trip’s details such as the trip number, destination, and description. |
| Policy Violations | Mark this checkbox if you want to display the policy violations in the report. |
| Report Summary | Enable this option to display the amount summary of the report. |
| Attach Receipts | Enable this option to display the receipts attached to the expenses in the report. You can also configure the number of receipts that can be attached in a page. |
Navigate to the Formatting tab to format the header and item rows of the expense summary in the template.
- Table Header: You can set up the font size and color of your table header. You can also choose to change the background color of the header.
- Item Row: You can configure the font size, font color, and background color of the item rows in the table.
Under Organization Details, enter the following details:
| Fields | Description |
|---|---|
| Organization Logo | Enable this option to display your organization’s logo. |
| Organization Name | Enable this option to display your organization’s name in the header. |
| Organization Address | Choose whether you want to display your organization’s address on the header. |
- Under Vendor Details, enter the folowing details:
| Fields | Description |
|---|---|
| Vendor Name | Change the Font Color and Font Size of your vendor’s name in the document. |
| Bill To | Select this option to include the billing address in the document. |
| Billing Address Format | Click this option to customize the format of the billing address by inserting placeholders. |
- Under Document Details, enter the following details:
| Fields | Description |
|---|---|
| Show Document Title | Enable this option to display the document’s title in the template. |
| Font Size and Color | Set the Font Size and Font Color for the text in the document. |
| Document Information | Mark the checkboxes to display or hide the listed fields. You can also edit the label names in the adjacent text boxes. |
- Under Bill Details, enter the following details:
| Fields | Description |
|---|---|
| Show Bill Details | Select this option to include invoice details in payment receipts. |
| Label Fields | Choose any of the labels to include it in payment receipts. |
| Document Information | Toggle fields to show/hide in the template and edit label names. |
| Customer Name | Configure the Received From address format, Font Color, Font Size, Amount Received and Currency Symbol. |
| Vendor Name | In this section, configure the Vendor Name format, its Font Color, Font Size, Amount Paid, and Currency Symbol. |
| Amount Received | Adjust the Font Size, Font Color and Background Color of this label. |
| Amount Paid | Adjust the Font Size, Font Color and Background Color of this label. |
| Signature | Enable this option to include signatures in your PDF Template, with the choice to upload an image for the signature. |
Under Table Properties, enter the following details:
- Enter the following details in the Labels tab:
| Fields | Description |
|---|---|
| Line Item Number | Enter the Line Item Number in the field. |
| Customize Item Name and Description | Customize the item name and description content of your template with placeholders and font options. |
| Quantity Received | Mark the Quantity Received checkbox to show the item quantity received and mark the Show Units checkbox to show units along with the quantity. |
- Enter the following details in the Layout tab:
| Fields | Description |
|---|---|
| Table Border | Adjust the table border according to your preference. |
| Table Header | Adjust the Font Size, Font Color and Background Color of this label. |
| Item Row | Adjust the Font Size, Font Color and Background Color of this label. |
| Item Description | Adjust the Font Size and Font Color of this label. |
- Under Other Details, enter the following details:
| Fields | Description |
|---|---|
| Notes | Add notes to the PDF template. Add the label and select the font size. |
| Terms & Conditions | Add Terms & Conditions to your PDF template. |
| Annexure | Click Add Annexure Content to enter additional information apart from your Terms & Conditions. It can include by-laws, clauses and other details pertaining to your organization. This will be included on a separate page at the end of every Vendor Statement. |
Other Actions in Templates
Apart from the customizations that you can do in each tab, there are other actions that you can perform in the PDF Templates module in Zoho Spend.
Edit Templates
You can customize the properties of the template by editing it. To edit a template:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select PDF Templates under Customization.
- Click the Gear icon dropdown at the bottom right corner of the template you want to edit.
- Click Edit.
- Make the necessary changes.
- Click Refresh to preview the changes.
- Click Save.
Choose a Color Theme
Users can personalize the colors in their document templates by selecting from a variety of available color themes. To choose a color theme for your template:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select PDF Templates under Customization.
- In the Templates pane, select the module you want to customize.
- Click New in the top right corner to create a new template, or hover over an existing template and click Edit to customize the template.
- In the Edit page, click the Select Color Theme dropdown at the top of the page, and select the color theme for your template.
- Click Save.
Preview Templates
The Preview Templates option allows you to view how your templates will appear before sending them. To preview templates:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select PDF Templates under Customization.
- Select the module in the Templates pane to preview the template you want.
- Hover over a template in the module, and click the Gear icon to see more options.
- Click Preview.
Change Default Template
By default, each module has a default template. If you’ve customized and created a new template, you can set that as the default template for that module’s PDFs. To change the default template:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select PDF Templates under Customization.
- In the Templates pane, select the module you want to customize.
- Hover over the existing template and click the Gear icon dropdown.
- Click Set as Default.
Now, the default template will be automatically applied to all transactions, ensuring a consistent format.
Clone Templates
You can clone a template to duplicate the format of the template and customize it based on your business needs. Here’s how:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select PDF Templates under Customization.
- Click the Gear icon dropdown at the bottom right corner of the template you want to clone.
- Click Clone. Make the necessary changes.
- Click Refresh to preview the changes.
- Click Save.
Now, by cloning, you can use different templates with the same properties for various modules.
Delete Templates
Prerequisite:
- Make sure the template is not set as default or associated to any customer or vendor.
- If the template is associated with a customer or vendor, associate another template before deleting it.
To delete a template:
- Go to Settings.
- Select PDF Templates under Customization.
- In the Templates pane, select the module you want to customize.
- Click the Gear icon dropdown at the bottom right corner of the template you want to delete.
- Select Delete.
- Confirm your action by clicking OK in the pop-up.