Document templates

Document templates let you control the wording and layout of your invoices and emails without editing anything per document. Managing them is admin-only and every change is audited.

What you can edit

You can edit templates for:

• Invoices (and related documents such as quotes and purchase orders), the header, footer and body.
• Emails: the subject and body used for outgoing messages.

Templates use placeholders (merge fields), for example your organisation name, GSTIN, address, totals, terms and logo. At render time each placeholder is filled in from your company profile and the specific document’s data, so one template serves every document.

Editing a template

1. Open the template for the document or email type.
2. Edit the header, footer and body, inserting placeholders where you want live values. A merge-field list for that template type shows what is available.
3. Use the live preview: it renders the template with sample values so you can see the result.
4. Save. If a required merge field is missing, the save is blocked so you don’t publish a broken template.

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Add a screenshot here: the template editor with the header/footer/body fields, the merge-field list, and the live preview rendered with sample data.

Good to know

• Templates are specific to your organisation. When a document is generated, Villva looks for your template first, then falls back to a system default, then to a built-in fallback, so a document always renders.
• Any template can be reset to the default if you want to start over.
• A general drag-and-drop print-format designer is not part of this version.

For the branding applied to outgoing emails (logo, sender name, reply-to and footer), see Notifications.