Customise your document templates
The layout, colours, fonts, footer and appendix pages on every quote, invoice, PO, job sheet, SWMS and docket.
What this is for
Every PDF Sign OS produces comes from a template: the layout, how your logo sits, your colours and fonts, the footer wording and any appendix pages. Templates is where you set them once per document type, watch the preview update as you go, and set the wording of the emails that carry them. Your name, ABN, address and logo themselves come from Business details.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Top of the page
- PDF / Email tabs
- PDF is the documents; Email is the wording of each email Sign OS sends with them (quote sent, invoice, proof ready, review request…).
- Emailing documents
- Sign OS never emails a customer or supplier on its own; open a document and press Email PDF to send, and it shows the address first.
- Template library — Quote · Invoice · Purchase order · Job sheet · SWMS · Delivery docket
- The document type you are editing and its layout; the sections and the live preview follow it.
Sections
- 1 — Business identity
- Read-only: your name, ABN, address and contact details as saved on Business details, which print on every document. Change in Business details takes you there. Until a business name is saved, PDF view and download stay off.
- 2 — Brand — Show logo on documents · logo · size & position · Primary / Secondary colour · Document fonts
- Whether the logo prints, its scale and offset, the two colours, and which typeface each part uses: body text, trading name, headings, business details. The logo itself is the shop's one logo; Change in Business details (or Add one) changes it.
- Old PDF logo note
- Shown if your PDFs still print a logo uploaded just for them before. Uploading a logo in Business details replaces it, so everything shows the same one.
- 3 — Brand profiles — Add brand profile
- A second look for a division or trading name. Pick one as this document type's default, set a customer's own brand on their record, or swap it on a single quote at send time.
- 4 — Footer — Footer text
- One-line fine print on every document of this type.
- 5 — Appendices
- Pages after the document — terms and conditions — per document type.
- Save template
- Writes the sections for the selected type.
Live preview
- Preview · View sample PDF · Download sample PDF
- The document with sample data, updated as you edit.
Step by step
- 1
Open Settings → Look & paperwork → Templates. The PDF tab is the documents; the Email tab is the wording of each email Sign OS sends.
- 2
Pick the document type — Quote, Invoice, Purchase order, Job sheet, SWMS or Delivery docket — then choose its layout in the Template library. The preview on the right follows.
- 3
Check 1 Business identity reads right; if not, fix it on Business details. Then work down: 2 Brand (show logo, its size and position, colours, fonts), Brand profiles, Footer and Appendices.
- 4
Save template, then View sample PDF or Download sample PDF to check it reads the way you want.
Tips & gotchas
- Sign OS never emails your customers or suppliers on its own. Marking a quote sent or issuing an invoice records what you did; to send a document, open it and use Email PDF, which shows the address before it goes.
- Terms & conditions go in the Footer and Appendices sections — see Set your terms & conditions.
- The review request email on the Email tab has no on/off switch of its own. It says where it is turned on: Follow-ups, After the job.