Want your invoices to reflect your brand and make a lasting impression? Helcim Invoicing gives you the power to personalize your invoice template to match your unique style and business needs.
In this article
Opening the Invoice Theme Designer
The Invoice Theme Designer helps customize the look and feel of your invoices.
You can access it by clicking on Invoice Theme Designer under the Invoicing section of your account.
From there, you’ll see two tabs that you can explore:
Content: for changing which sections and fields on the invoice are included, and changing any default messages
Design: for changing the theme of the invoice, including colour, logo, and fonts
Using the Content tab
Use the Content options to choose which information fields you want to include or remove from your invoices.
To edit each section:
Click on Invoice Theme Designer under the Invoicing section of your account.
Hover your mouse over the section you want to edit and click the Pen Icon to edit or the Trash Can icon to delete.
Tip: You can only delete non-mandatory sections of the invoice.
Turn various fields on or off by clicking the toggle buttons.
| For instance, in the Invoice details section, you can toggle fields like ‘Created by’, ‘Issued on’, ‘Payment terms’, and more. |
Here are some tips for editing the specific sections in the Content tab. Click on an option to reveal more.
Upper and Lower messages
Add a personal touch by including custom messages at the top and bottom of your invoices.
Click on Upper Message or Lower Message.
Enter a title and your desired message in the text boxes provided.
Invoice details
Choose whether the following fields are visible under Invoice Details (top-left):
Created by
Issued on
Payment terms
PO#
Tip: You can also change the words ‘Payment terms’ to ‘Due date’ if you prefer.
Custom field
Need to add specific information to your invoices? Create custom fields to capture unique data points relevant to your business.
Click on Custom Fields. Make sure the Allow Custom Fields toggle is on.
Click on Add New Field.
Enter the details for your new custom field, such as field title, type, and default value.
The field type can either be a text entry, or a set of options to select on each invoice.
For the Dropdown or Radio Button options, type your options under Values, hitting enter each time
If you want the custom field to be Required, check the box
Click on Create Custom Field to save your changes.
Customer information
Personalize the customer experience by selecting how you refer to customers on the invoice (e.g., Customer, Client, Patient).
Click on Customer Information.
Use the dropdown menu to select your preferred term for customers.
You can also choose to hide the customer’s name and customer code by hitting the Toggle next to Customer.
Billing and shipping information
Choose whether the following fields are visible under Customer (top-right), for both billing and shipping:
Contact name
Business name
Address
Telephone
Email
Tip: If you want to remove one of these sections entirely, hover over it and click the Trash Can icon.
Order item information
Change how your items (products or services) are displayed on your invoice.
Click on Order item information
Toggle whether the stock keeping unit (SKU) shows under the product name
Choose to toggle Allow partial quantities (e.g. 1.5, 2.5, 3.5)
Change the preferred name for the dollar amount of the item (e.g. price, fee, charge, cost)
Totals
Choose whether the following line-entries are shown above the invoice Total (bottom-left):
Discount
Shipping
Tax
Tax amount breakdown (a dollar amount next to each individual tax percentage)
Tips
Include shipping in taxes: toggle whether taxes are calculated with or without the shipping fee.
| The ‘Convenience Fee’ field will only show on your invoice if you’ve enabled surcharging with the Helcim Fee Saver. |
Merchant information
Choose which of your business details you want to display in the footer of your invoice.
Click on Merchant Information.
Use the toggle buttons to select which details you want to include.
Using the Design tab
Click on the Design tab to adjust the look of your invoice.
Click on Design on the top left of the screen.
Upload your company logo, change the theme color to match your brand, and select a font that reflects your style.
| Tip: For best results, upload your logo as a .png file under 500MB. |
Next steps
Now that you’ve made your invoice template look and feel the way you like, it’s time to create one to send to a customer.
| Check out our next article on creating an invoice. |
FAQ & troubleshooting
Can I change the design of my invoices after I've already sent them out?
You can update the design of your invoices at any time. The changes made will reflect on:
Future invoices you generate
Saved invoices
PDF copies of invoices that were sent to your customers won’t update automatically.
Can I create different invoice designs for different customers or types of invoices?
Currently, Helcim Invoicing only supports one default invoice design for all customers and invoice types.
What if I need to add a field to my invoices that's not available in the Invoice Theme Designer?
You can use the Custom Fields feature to add any additional fields that you need to your invoices.
Can I revert back to the original invoice design if I don't like my changes?
Yes, you can revert back to the original invoice design by hitting Reset on the Invoice Theme Designer.