PDF Templates
Transactions are often shared with vendors, internal teams, and auditors as PDFs. Zoho Procurement provides standard PDF templates to ensure these documents are clear and structured by default.
With PDF Templates, you can customize how your documents appear by adding your organization’s branding, adjusting the layout, and choosing which details are displayed. This helps ensure every document you share looks professional and meets your business and compliance requirements.
Create PDF Templates
By default, Zoho Procurement has one PDF template for each transaction. You can create additional PDF templates.
Note: You can create PDF templates for the following documents: Purchase Orders, Bills, Vendor Credits, Vendor Payments, and Vendor Statements.
To create PDF templates:
- Go to Settings in the top right corner.
- Click PDF Templates under Customization.
- Click the required transaction in the Templates pane.
- Click + New in the top right corner.
- Hover over the required template and click Use This.
- Select the Template Language. If the language you are looking for is not available, you can still use the template in your desired language. Manually update the field labels and paste the translated content into the respective fields.
- Click Use This to customize the PDF template.
Customize PDF Templates
You can customize PDF templates to ensure your documents align with your business’s branding and documentation requirements. Here’s how:
- Go to Settings in the top right corner.
- Click PDF Templates under Customization.
- Click the required transaction in the Templates pane.
- Click + New in the top right corner to create a new template.
- Hover over an existing template and click Edit to customize it.
General Tab
Template Properties
| Fields | Description | |
|---|---|---|
| Template Name | Enter a name for your template. | |
| Paper Size | You can select either A4 or Letter sizes based on your preference. | |
| Orientation | Select either Portrait or Landscape as the orientation. | |
| Margins (in inches) | The margins of the template determine how much distance there is between the template’s content and its edges. |
Font
| Fields | Description |
|---|---|
| PDF Font | This is the font that will be used to display content in this template. A note will appear under the selected font explaining the languages it’s best suited for. |
| Label Color | Select a different font color for each column being displayed. |
| Font Color | Choose a font color. |
| Font Size | Specify the font size for the displayed invoice. |
Background
| Fields | Description |
|---|---|
| Background Image | A background image can be added to fill the background of the template. |
| Image Position | The position of this image can be adjusted using the Image Position dropdown. |
| Background Colour | With this option, you can change the color of the template’s background. |
Header and Footer Tab
Note: In Zoho Procurement, certain modules have separate tabs for Header and Footer.
Header
| Fields | Description |
|---|---|
| Background Image | A background image can be added to fill the header section of the template. The size of the background image cannot exceed 1 MB. |
| Background Color | The background color of the header section can be changed either by entering a hex color code or clicking the colored sqaure to open the color picker. |
| Customize your header content | Customize the header content of your template with placeholders and font options. |
| Apply to first page only | Enable this option to customize the header section differently for the first page. You can also provide separate header content for the other pages. |
Footer
| Fields | Description |
|---|---|
| Font Size | Adjust the Font Size of the footer of the document. |
| Font Color | Select the text color of the footer. |
| Background Image | A background image can be added to fill the footer section of the template. |
| Image Position | The position of this image can be adjusted using the Image Position dropdown. |
| Show Page Number | Check this option to include page numbers in the document. |
| Customize your footer content | You can add information to be displayed on the lower portion of the document. This content can be completely customized with placeholders, tables, font options, and links to suit your needs. |
Transaction Details Tab
Organization Details
| Fields | Description |
|---|---|
| Show Organization Logo | This option shows your business logo and let’s you adjust its size. |
| Resize Logo | Your organization’s logo can be be resized to fit the template by dragging the slider to the left or right. Click the Reset icon to switch to the image’s default aspect ratio. |
| Background Image | A background image can be added to fill the footer section of the template. |
| Show Organization Name | Enable this option to show your organization’s name in the template. |
| Show Organization Address | Enable this option if you wish to show your organization’s address on the template. |
| Organization Address Format | This option lets you change your organization’s address format. You can also add or remove placeholders to customize it further. |
Vendor Details
| Fields | Description |
|---|---|
| Vendor Name | Change the Font Color and Font Size of your vendor’s name in the document. |
| Bill To | Select this option to include the billing address in the document. |
| Billing Address Format | Click this option to customize the format of the billing address by inserting placeholders. |
Document Details
| Fields | Description |
|---|---|
| Show Document Title | Enable this option to display the document’s title in the template. |
| Font Size and Color | Set the Font Size and Font Color for the text in the document. |
| Document Information | Toggle the checkboxes to display or hide the listed fields. You can also edit the label names in the adjacent text boxes. |
Table Tab
Labels
| Fields | Description | |
|---|---|---|
| Label Fields | Enable the fields to add them to PDF templates, noting that label fields vary across templates based on document purpose. | |
| Customize Item Name and Description | Customize the item name and description format in PDFs by inserting placeholders and adding custom content. | |
| Invoice Created From Projects | You can apply these labels to adjust the project details in the template. | |
| Customize table cell width | You can adjust the column width of your table. |
Layout
| Fields | Description | |
|---|---|---|
| Table Header, Item Row, and Item Description | Adjust the Font Size, Background Color, and Font Color settings. |
Total Tab
Total Section
Labels
| Fields | Description | Supported Transactions |
|---|---|---|
| Show Total Section | Select this option to add fields like Sub Total, Shipping Charges, Discount, and Total Taxable Amount, Tax Details, Total, Currency Symbol and Quantity to the template | Vendor Credits, Bills |
| Show Payment Details | Choose this option to include fields such as Payments Made, Credits Applied, Amount Withheld, Write Off Amount and Balance Due to the template. | Vendor Credits, Bills |
Layout
| Fields | Description | |
|---|---|---|
| Total (Subtotal, Tax) | Adjust the Font Size, Font Color, and Background Color of these fields based on your preference. | |
| Balance Due | Adjust the Font Size, Font Color and Background Color of these fields based on your preference. |
Other Details Tab
Document Summary
| Fields | Description | |
|---|---|---|
| Terms and Conditions | Check this option if you want to add terms and conditions to your template. Also customize the Label and Font Size of this field. | |
| Signature | Enable this option if you want to add a signature to your template. You can upload an image of your signature and add a name for it. |
Annexure
| Fields | Description | |
|---|---|---|
| Show Retainer Tax Summary | Click Add Annexure Content to enter additional information apart from your Terms and Conditions. It can include by-laws, clauses and other details pertaining to your organization. This will be included at the end of every invoice. |
Bill Details Tab (Available in Vendor Payment)
Labels
| Fields | Description |
|---|---|
| Show Bill Details | Select this option to include invoice details in payment receipts. |
| Label Fields | Choose any of the labels to include it in payment receipts. |
Layout
| Fields | Description |
|---|---|
| Table Header | Customize the Font Size, Background Color, and Font Color for the table header. |
| Item Row | Customize Font Size, Item Table Color and Font Color. |
| Payment For | Customize the Font Size and Font Color for this section. |
Receipt Information Tab
| Fields | Description |
|---|---|
| Document Information | Toggle fields to show/hide in the template and edit label names. |
| Customer Name | Configure the Received From address format, Font Color, Font Size, Amount Received and Currency Symbol. |
| Vendor Name | In this section, configure the Vendor Name format, its Font Color, Font Size, Amount Paid, and Currency Symbol. |
| Amount Received | Adjust the Font Size, Font Color and Background Color of this label. |
| Amount Paid | Adjust the Font Size, Font Color and Background Color of this label. |
| Signature | Enable this option to include signatures in your PDF Template, with the choice to upload an image for the signature. |
Choose a Color Theme
In Zoho Procurement, you can personalize the colors in the document templates by selecting from a variety of available color themes. To choose a color theme for your PDF template:
- Go to Settings in the top right corner.
- Select PDF Templates under Customization.
- In the Templates pane, select the transaction you want to customize.
- Click + New in the top right corner to create a new template.
- Hover over an existing template and click Edit to customize it.
- On the Edit page, click the Select Color Theme dropdown at the top, and select the color theme for your template.
- Click Save.
Preview PDF Templates
The Preview Templates option in Zoho Procurement allows you to view how your templates will appear before sending them. To preview PDF templates:
- Go to Settings in the top right corner.
- Click PDF Templates under Customization.
- In the Templates pane, select the transaction whose template you want to customize.
- Hover over the required template and click the Gear icon.
- Select Preview from the dropdown.
Set PDF Templates as Default
By default, each transaction has a default template. If you’ve customized and created a new template, you can set that as the default template for that transaction’s PDFs. To change the default PDF template:
- Go to Settings in the top right corner.
- Select PDF Templates under Customization.
- In the Templates pane, select the transaction for which you want to change the default template.
- Hover over the required template and click the Gear icon.
- Select Set as Default from the dropdown.
Now, the default template will be automatically applied to all transactions, ensuring a consistent format.
Clone PDF Templates
Cloning templates simplifies the process of creating a new template, making it quicker and ensuring that all the basic customizations are present in the new template.
To clone PDF templates:
- Go to Settings in the top right corner.
- Select PDF Templates under Customization.
- In the Templates pane, select the transaction whose template you want to clone.
- Hover over the required template and click the Gear icon.
- Select Clone from the dropdown.
- On the following page, make the necessary changes and click Save.
Use PDF Templates in Other Transactions
In Zoho Procurement, if you’ve customized a template for one transaction, you can use that template for use in another transaction. This simplifies the process of creating a new template, making it quicker and ensuring that all the basic customizations are present in the new template.
In Zoho Procurement, if you’ve customized a template for one transaction, you can use that PDF template for use in another transaction. Here’s how:
- Go to Settings in the top right corner.
- Select PDF Templates under Customization.
- In the Templates pane, select the transaction whose template you want to use in another transaction.
- Hover over the required template and click the Gear icon.
- Hover over Use Template In and select the required transaction.
- On the following page, make the necessary changes and click Save.
Mark PDF Templates as Inactive
If you don’t need PDF templates temporarily, you can mark the as inactive. Here’s how:
- Go to Settings in the top right corner.
- Select PDF Templates under Customization.
- In the Templates pane, select the transaction whose template you want to mark as inactive.
- Hover over the required template and click the Gear icon.
- Select Mark as Inactive from the dropdown.
Mark PDF Templates as Active
If you need to use inactive PDF templates, you can enable them again. Here’s how:
- Go to Settings in the top right corner.
- Select PDF Templates under Customization.
- In the Templates pane, select the transaction containing the inactive template.
- Hover over the inactive template and click Mark as Active.
Delete PDF Templates
Prerequisite: Make sure the template is not set as default or associated with any vendor.
To delete PDF templates:
- Go to Settings in the top right corner.
- Select PDF Templates under Customization.
- In the Templates pane, select the transaction whose template you want to delete.
- Hover over the required template and click the Gear icon.
- Select Delete from the dropdown.
- Click OK to confirm your action.