Customise your invoices and quotes

Three tabs in Settings decide how your documents look and what they contain:

• Invoice: the due date, rounding, small payment differences and default interest;
• Document Templates: the layout, colours and fonts of your invoices and quotes;
• Note templates: the texts you add often, such as your payment terms.

Invoice settings

Open Settings › Invoice. The tab starts with the QR-bill and reminders, explained in The QR-bill and Reminders. Further down:

General

Setting	What it does
Default due days	The time between the invoice date and its due date, 30 days to begin with. A payment term entered on a client’s record takes precedence.
Total rounding	Rounds the total including VAT of each invoice: No rounding, 5 cents (Swiss standard), 10 cents or 1 unit (whole number). The difference appears on a “Rounding” line.
Unit price decimals	2 decimals (0.10), Up to 3 decimals (0.095) or Up to 4 decimals (0.0875), for very low prices. Totals always stay at two decimals.

Click Save, at the top right.

Differences and default interest

Small payment differences. When a client pays a few francs less or more, To Bill can settle the invoice instead of leaving it open.

• Largest difference: up to what amount (from CHF 0 to 1,000) a difference can be settled. Above it, the invoice stays open.
• Account for differences: with accounting, the account the difference is posted to, by default 3800 Sales deductions.
• Settle automatically: the difference is settled as soon as the payment is recorded, without you having to do it.

Default interest. The interest you can claim from a client who is late in paying.

• Annual rate: 5% to begin with, the statutory rate, due even if your contract provides for a lower rate. Enter a higher rate only if you have agreed it with the client.
• The client is in default from: The first reminder (the general rule) or The due date, if the payment date was agreed.
• Add interest to reminders: each reminder claims the interest accrued, on a separate line.

These rules are saved with Save. To claim interest on an invoice, see Unpaid invoices.

Your document template

Without a template, your documents use To Bill’s classic layout. A template lets you choose the arrangement, colours, fonts and what is printed.

Create a template

1. Open Settings › Document Templates and click New template. The editor opens full screen, with a sample invoice.

2. Choose a starting point at the bottom of the screen, in Presets: Classic, Modern, Clean, Bold or Swiss.

3. On the left, under Elements, click a part of the document (1): Header, Address (C5), Invoice info, Items table, Totals, Footer, Decorations. Its settings open on the right. You can also click the part directly in the preview.

   

4. Under Tools, set the Colors and the Typography of the whole document.

5. Give the template a name, at the top left, then click Save, at the top right.

What you can set:

Element	Settings
Header	The layout of the logo (left, right, centre, minimal), its size, the company information shown, the background colour, the border
Address (C5)	The client’s address on the left or the right. Its dimensions follow the window of a C5 envelope: the document is folded and posted without rewriting the address.
Invoice info	The position of the block (number, dates), the title and its style
Items table	The style (borders, striped, minimal…), the header, the visible columns: quantity, unit, unit price
Totals	On the right or full width, the separator, the highlighted total
Footer	A free text, page numbers, the company information, the style
Decorations	A watermark (for example DRAFT) and an accent line
QR-bill	Nothing to set: the QR-bill is always printed on a separate last page, in the format of the Swiss standard, for invoices in francs and in euros
Colors, Typography	The document’s eight colours, the font of the text and the headings, the sizes

The logo shown is your company’s: change it in Settings › Company, with a PNG or JPG image of 5 MB at most. A logo uploaded earlier in SVG or WebP format still shows; for a sharp result everywhere, upload it as PNG or JPG (see Your logo is in SVG or WebP format). If AI is switched on for your company, Generate with AI suggests a template from a description of the style you want.

On a computer

The template editor needs a screen at least 1,024 pixels wide. On a phone, it shows a message. Its shortcuts: ⌘S / Ctrl+S saves, ⌘Z / Ctrl+Z undoes, Shift+⌘Z / Shift+Ctrl+Z redoes.

Choose the template for your documents

Your list of templates is shown in Settings › Document Templates. A template’s ⋮ menu, visible when you hover over it, offers:

• Edit: reopen the editor;
• Duplicate: start from a copy, named “(copy)”;
• Set as default: use this template for all your documents. The default template carries the Default badge; Switch back to classic removes it;
• Delete: erase the template, after confirmation.

Invoices and quotes that used a deleted template switch to the default template; PDFs already sent do not change. Deletion is final. The default template cannot be deleted: first choose another default template.

For a single document, choose another template in the invoice or quote editor, with the preview’s Template list. The document keeps the template chosen; otherwise it takes the default template, or the classic layout.

Your note templates

Note templates are ready-to-insert texts: payment terms, bank details, legal notices, the validity of an offer…

1. Open Settings › Note templates. Each template shows its title, its usage and the beginning of its text.

   

2. Click Add. Enter the Title, choose the Usage (Invoices, Quotes or Invoices & quotes), then write the Content.

   

3. Click Create.

The pencil edits a template. The bin deletes it, after confirmation: the invoices and quotes where you have already inserted it keep their text. A title has at most 120 characters, a text 5,000.

To use them: in an invoice or quote editor, under Options, open Notes and click a template: its text is added to the document’s note. The gear icon Manage templates opens the list without leaving the document.

Legal basis

• A debtor who is late in paying a sum of money owes default interest of 5% a year, unless a higher rate was agreed: Art. 104 CO.
• The debtor is put in default by the creditor’s demand (the reminder), or simply by the expiry of the agreed payment date: Art. 102 para. 1 and 2 CO.