---
key: create-a-billing-document-template
title: Create a billing document template
audience: staff
section: settings/templates
routes: ["/settings/org/templates/billing-documents", "/settings/org/templates/billing-documents/new", "/settings/org/templates/billing-documents/:templateUid"]
permissions: ["billing.document_templates.read"]
features: ["settings.org.billing-document-templates"]
since: 0.0.1
updated: 0.0.1
status: published
summary: Build a reusable invoice or quote layout with sections such as Parts and Labour, starter rows, notes, payment instructions and terms, then activate it so new documents start from it.
keywords: [invoice template, quote template, estimate layout, invoice layout, parts and labour sections, default invoice, invoice notes, payment instructions, terms on invoice]
related: [create-an-invoice, create-a-quote, set-invoice-terms-and-quote-expiry-defaults, set-up-email-branding]
---

In the sidebar, open **Settings**, then choose **Billing Document Templates** under **Templates**. The page address is `/settings/org/templates/billing-documents`. A new template opens at `/settings/org/templates/billing-documents/new`.

A billing document template decides how a new invoice or quote starts: which sections group the lines, which rows are already there, and what notes, payment instructions and terms print on it. Set one as the default and every new document of that kind starts from it.

## Before you start

- Your role needs permission to read billing document templates to see the page, and permission to create them to add one. Activating a template needs its own permission.
- A template is a **Draft** until you activate it. Drafts do not affect anyone's documents.

## Steps

1. Press **New template**. The **New billing document template** drawer opens.
2. Under **Business layout**, press **Use service/repair sections** to start from a layout with **Parts**, **Labour**, **Subcontract**, **Shop supplies** and **Fees**. Skip this to build your own.
3. Under **Basics**, type a **Name** and pick the **Document kind**: **Invoice** or **Quote** (it cannot change after saving). Add a **Description** if useful.
4. Turn on the default switch if new documents of this kind should start from this template.
5. Under **Standard document fields**, fill in what every document should carry, such as a **Sales rep**, **Ship via** or the **Pay to** name and address for cheques. Leave per-document fields like **Customer PO #** blank.
6. Under **Customer-facing copy**, write **Internal notes** (your team only), a **Message to customer** and **Payment instructions**.
7. Under **Terms and presentation**, type the **Terms code**, **Terms label** and **Terms days** that print on the document, and pick a **Theme**.
8. Under **Sections and starter rows**, press **Add section** for each group of lines. Open a section to rename it; drag sections to reorder them. For a line every new document should start with, press **Add starter row** under **Optional starter rows**, pick its section, and turn on its switch so it reads **Adds automatically**.
9. Press **Create template**. The drawer stays open on the saved template.
10. Press **Activate**. The status changes from **Draft** to **Active**, and new documents can use it.

## What you see

- The list shows every template with its **Status**, **Version** and **Usage** (how many scheduled billing plans use it, or **Unused**).
- **Template summary** at the top of an open template shows its status, version, whether it is the default, and its **Scheduled usage**.
- **Preview** at the bottom of the drawer shows the sections, starter rows and copy.
- **Duplicate** copies a template into a new draft. You can also edit an active template and press **Save changes**; only archived templates are locked.
- **Archive** retires a template; **Restore to draft** brings an archived one back for editing. **Archive** stays off while scheduled billing uses the template.

## If something looks different

- **New template** is missing: your role cannot create templates. Ask your admin.
- **Activate** is off: your role can edit templates but not activate them, or the template is already active.
- Documents you create do not use the template: it is still a draft, or another template is the default for that kind. Activate it and turn on the default switch.
- Changing the template did not change existing invoices: templates only shape new documents.

[[route:/settings/org/templates/billing-documents/new|Start a new billing document template]]