> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hitaji360.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Print & Document Templates (Branding)

> Every PDF your accounting module produces — invoices, payment receipts, credit notes, bills, expense reports and quotations — is rendered from one shared,…

Every PDF your accounting module produces — invoices, payment receipts, credit
notes, bills, expense reports and quotations — is rendered from one shared,
branded template. The **Branding & Print** settings control what that template
shows: your company identity, logo, accent colour, font, default terms &
conditions, and the bank/mobile-money details printed in the document footer.

Set these once and every document you print or email from this book comes out
consistent and on-brand.

> Print settings are **per accounting book**. Each business has its own book, so
> branding you set here applies only to the business you are currently working in.
> Switch businesses to brand a different one.

**You'll find this at:** `Settings → ERP → Organization → Branding & Print`
(route `/settings/erp/organization/branding`).

> 📷 *Screenshot: Branding & Print settings page showing the company identity, logo, customization, terms, and payment-instructions sections — to be added.*

***

## How printing works

When you choose **Print** or **Download PDF** on an invoice (or bill, receipt,
credit note, expense or quotation), the module:

1. Loads this book's print settings.
2. Builds an HTML document from the matching template, filling in your company
   identity, logo, colours, the document's own line items and totals, and the
   applicable terms.
3. Renders it to an A4 PDF and returns the file.

You don't configure templates per document type — there is one template family,
and these settings shape all of them. The only per-document-type control is the
**default terms** (see below), which lets a quotation carry different terms from
an invoice.

> 📷 *Screenshot: A rendered invoice PDF with logo, accent-coloured title and table header, totals block, terms and payment-instructions footer — to be added.*

***

## Company identity

These fields appear in the document header and footer.

| Field                        | Appears as                          | Notes                                                              |
| ---------------------------- | ----------------------------------- | ------------------------------------------------------------------ |
| **Company name**             | Bold company name in the header     | Required; also printed in the page footer.                         |
| **Legal name**               | Smaller line under the company name | Shown only when **Show legal name** is on.                         |
| **Address / City / Country** | Address line in the header          | Country is a short code (up to 3 characters).                      |
| **Phone / Email**            | Contact line in the header          | Joined with a separator.                                           |
| **Tax ID (TIN)**             | `TIN: …` in the header              | Shown only when **Show tax ID** is on.                             |
| **Registration number**      | `Reg: …` in the header              | Shown only when **Show registration number** is on.                |
| **Signatory name**           | Sign-off line                       | Reserved for a future digital-signing feature; not rendered today. |

When you first open a book that has never had print settings, the system
auto-fills company name, legal name, tax ID, registration number and country from
your **Business Profile**, plus a default accent colour and font. You can change
any of it here.

***

## Logo

| Field            | Effect                                                                           |
| ---------------- | -------------------------------------------------------------------------------- |
| **Logo**         | The image shown top-left on every document.                                      |
| **Display logo** | Master on/off switch — turn off to print without a logo even if one is uploaded. |

Notes:

* Uploaded logos are resized/normalised automatically and stored so the PDF
  renderer can always fetch them. If a logo upload can't be made publicly
  readable, the system refuses it and asks you to try again rather than leaving a
  broken image on every document.
* Use **Remove logo** to detach the current image. Documents then print with the
  logo area empty.
* Maximum rendered logo size is roughly 64px tall / 140px wide; very large images
  are scaled to fit.

> 📷 *Screenshot: Logo upload control with an uploaded logo and the Remove logo action — to be added.*

***

## Appearance

| Field               | What it controls                                                                          | Format                                         |
| ------------------- | ----------------------------------------------------------------------------------------- | ---------------------------------------------- |
| **Accent colour**   | Document title colour, table header background, and the balance-due highlight             | A 6-digit hex colour, e.g. `#06b6d4`           |
| **Font family**     | The typeface used throughout the document                                                 | Letters, numbers and spaces only, e.g. `Inter` |
| **Display time**    | When on, dates that have a time also print the time                                       | On/off                                         |
| **Amount in words** | Prints the grand total spelled out (e.g. on invoices, receipts, credit notes, quotations) | On/off                                         |

> 📷 *Screenshot: Customization section with accent-colour picker, font field, and the Display time / Amount in words toggles — to be added.*

***

## Visibility toggles

These let you hide identity fields you'd rather not print without deleting the
underlying value:

| Toggle                       | Default | Hides                                      |
| ---------------------------- | ------- | ------------------------------------------ |
| **Show legal name**          | On      | The legal-name line under the company name |
| **Show tax ID**              | On      | The `TIN:` entry in the header             |
| **Show registration number** | On      | The `Reg:` entry in the header             |
| **Show sign-off**            | Off     | Reserved for the future sign-off line      |

***

## Default terms & conditions

You can store standard terms that print in the document footer. There is a
**generic** default plus a **per-document-type** default, so (for example) your
quotations can carry different terms from your invoices.

| Field                            | Used on                                                 |
| -------------------------------- | ------------------------------------------------------- |
| **Terms & conditions** (generic) | Final fallback for any document type                    |
| **Quotation terms**              | Quotations                                              |
| **Invoice terms**                | Invoices                                                |
| **Credit note terms**            | Credit notes                                            |
| **Bill terms**                   | Bills                                                   |
| **Payment receipt terms**        | Payment receipts                                        |
| **Expense terms**                | Expense reports                                         |
| **Receipt footer text**          | An extra note printed at the bottom of payment receipts |

**Which terms win, in order:**

1. Terms typed directly on the individual document (the document's own `terms`
   field) always take priority.
2. Otherwise, the matching per-document-type default above is used.
3. Otherwise, the generic **Terms & conditions** is used.
4. If none of those are set, no terms block is printed.

> 📷 *Screenshot: Terms section showing the generic terms field plus the per-document-type term fields — to be added.*

***

## Payment instructions

Set your bank and mobile-money details once and they print in the footer of
documents (alongside the terms) so customers know how to pay.

| Field                      | Prints as    |
| -------------------------- | ------------ |
| **Payment account name**   | Account Name |
| **Payment bank name**      | Bank         |
| **Payment account number** | A/C No.      |
| **Payment branch**         | Branch       |
| **Payment SWIFT code**     | SWIFT        |
| **Payment mobile money**   | Mobile Money |

All are optional. The whole **Payment Instructions** block is shown only if at
least one of these fields is filled in; blank fields are skipped.

***

## Receipt automation

| Field                          | Effect                                                                       |
| ------------------------------ | ---------------------------------------------------------------------------- |
| **Auto-send payment receipts** | When on, a payment receipt is sent automatically once a payment is recorded. |

***

## Fiscal (EFRIS) documents

If a document has been fiscalised through URA EFRIS, the template automatically
adds a **fiscal block** — the FDN, verification code, a scannable QR code, the
mode (online/offline) and the fiscalisation date. You don't configure this on the
branding page; it appears whenever the document carries EFRIS data. Reprinted
fiscal documents are marked **COPY**.

EFRIS itself is configured separately under
`Settings → ERP → Finance → EFRIS e-Invoicing`.

***

## Who can change it

| Action                                          | Permission required |
| ----------------------------------------------- | ------------------- |
| **View** branding & print settings              | `accounting:read`   |
| **Change** any field, upload or remove the logo | `accounting:config` |

***

## Troubleshooting

* **Logo doesn't appear on PDFs** — check that **Display logo** is on and that a
  logo is actually uploaded. If you just uploaded one and it was rejected, try
  again (the upload is refused if it can't be made publicly readable).
* **PDF won't generate** — PDF rendering relies on a headless browser on the
  server. If it is unavailable the download fails; this is an environment issue,
  not a settings one — contact your administrator.
* **Wrong company details on documents** — remember settings are per book. Make
  sure you edited the branding for the same business the document belongs to.

***

## Related

* [Workspace settings (default accounts)](/accounting/user/settings/workspace-settings)
* [Overdue-invoice reminders](/accounting/user/settings/reminders)
* [Report presets & scheduled delivery](/accounting/user/settings/report-presets)