Overview
Templates control how your SoftLedger Documents look when generated as PDFs, and can be customized per document type. Manage your templates under Admin > Templates, where you will see the document types with their default setup (your system will have 4 default Templates). This article covers creating and customizing a template, adding your entity logo, using the template on a document, and emailing documents directly from SoftLedger.
See the full customization to emailing workflow in the video below, using a Sales Invoice as the example:
Create or Edit a Template
Under Admin > Templates, click New (or select an existing template to edit), fill out the required fields, and click Submit:
Name - Name of the template (e.g. "Standard"). This is the name you will select on documents.
Type - Document type for the template (Invoice, Purchase Order, Sales Order, Sales Quote).
Template Fields - On the template editor, the yellow boxes remove fields, the darker boxes with a plus sign add fields, and the dropdowns control what value appears in each field (e.g. add Customer Contact Email, Due Date, or Reference to your invoices).
The template has two main field types:
Text Fields display the exact text you type in on the PDF Template (hard coded)
Select Lists dynamically display the value from the Document itself (e.g. selecting Customer Terms will pull the terms of the Customer or Vendor used on each Document).
Custom fields are also available in the table (line item) section of the Template.
Add your Logo and Contact Details
The logo and entity contact details shown on the PDF are not set on the template — they come from the Location (entity) the document is created under.
To add them, go to Financial > Locations, click the three dots next to the Location, select Edit, upload your logo file, and confirm the contact details.
Since SoftLedger is a multi-entity platform, each Location can have its own logo and contact details. Be sure that you update the System Setting to pull logo and entity details from each Location rather than the Global location if desired.
Use the Template on a Document
When creating a document (e.g. Accounts Receivable > Invoices > New), select your template in the Template field. After saving, click the PDF icon on the document to preview or download the generated PDF with your logo, contact details, and custom fields applied.
Adjust the Template Format
Under Admin > Templates > Template Format, you can fine-tune the aesthetics of each document type — such as font size and padding — and preview the changes against an existing document.
See the Template Formatting article for more details.
Email Documents Directly from SoftLedger
You can issue documents by email with the PDF attached. See the Email Settings article for full details,
Under Settings > Email, ensure the toggle (e.g. Send email on invoice issued) is on for the document type.
On the same screen, select the document type under Type to edit the email template text that is sent with the PDF attachment.
Confirm the recipient's email address is on the Customer (or Vendor) record.
Select the document from its list view and click Issue — the email is sent to the contact with the PDF attached.
See the Email Settings article for more details.
Contact your SoftLedger support team through the in-app chat, or at support@softledger.com via email.