Templates and custom invoices

Numwisely includes two built-in invoice templates, Earthy Modern and Official Invoice. Both include every required invoice field: invoice number, date, due date, seller and buyer details, line items, subtotal, VAT, total, and payment reference.

Built-in templates support all three invoice languages (English, German, Finnish) and all three tax treatments (standard VAT, zero-rated, EU reverse charge). Use them if you want to start invoicing right away.

On the Templates page, select New template from your design.

While the AI reads your design, you see the parts it finds outlined on your invoice, the colours it picks up, and each step as it completes. Your template keeps the upload’s layout, colours, fonts, and table style, but every value is wired to real invoice data: names, addresses, dates, and amounts come from each invoice, never from the upload.

Coloured bands, panels, corner shapes and lines are traced from your image itself, so their shapes and colours match the upload exactly. In the editor they are ordinary shapes you can recolour, move or delete. The text sizes and line spacing are measured from your image too.

Your design stays where you put it: blocks keep their position, including addresses printed in a footer. A second address block, such as “Shipping Address” next to “Billing Address”, is kept as the customer’s delivery address.

Every invoice field is added automatically, even if your upload did not show it. Fields that were missing, such as a QR code, bank details, signature, or Pay now button, are listed under Added for you. They are placed only in free space on the first page, never on top of your design. A field with no free space is added but hidden: turn it on in Fields when you need it. The Pay now button goes next to the total. Headings like “Bill to” become translated labels, so the template works in all three invoice languages.

The preview shows your own business details from your settings. Fields you have not filled in yet show sample values.

The preview uses as many line items as your upload showed. If the template still needs a second page, select the page button on the preview to see it.

When an invoice has more lines than fit on the first page, the rows first move closer together. Only a table that still does not fit continues on the next page, with the rows at your design’s spacing. Headings such as “Payment Method” or “Shipping Address” are translated like every other label.

The finished template is labelled as AI-generated. Check it in Preview before you send invoices with it.

To read the design, the image you upload and your optional note are sent to an external AI service. Use a sample or an invoice without personal data if you can. Your invoices themselves are always rendered by numwisely, not by the AI.

Template Studio opens full screen. Click any block on the page to select it and drag it to move it. A panel on the right has three tabs:

Each field belongs to an area of the page: header, line items and below, or footer. When you drag a field, the areas where it can go are highlighted and a dashed outline shows where it will land. If you drop it on top of other content or outside its areas, it moves to the nearest free spot. Shapes can go anywhere on the page and always sit behind text.

The line-items table grows with each invoice, and everything below it moves down with it. You can move the table up or down and change its width. Blocks with a dashed outline only print when the invoice has that information, for example a QR code or a Pay now link.

Use the arrow keys to nudge the selected block (hold Shift for 5 mm steps). Delete removes shapes and your own text; fields are hidden instead of deleted. Ctrl+Z (Cmd+Z on a Mac) undoes a change. Everything saves automatically.

If a header block holds more text than its box, for example a long address, its text gets slightly smaller so it fits. If it still does not fit, the block grows and the blocks below it move down, so nothing overlaps. The page in Template Studio, Preview, and the PDF all show this the same way. The block keeps the size and position you gave it.

Select Preview to see the template with the same rendering as the PDF. Switch the invoice length between Short (3 lines), Typical (8 lines), and Long (30 lines), and the invoice language between English, German, and Finnish. Long invoices continue onto extra pages: the table headings repeat on each page and the totals and footer appear on the last page.

Sent invoices keep the design they were issued with. When you finalize an invoice (it gets its number and leaves draft), Numwisely stores a fixed copy of its custom template, and that invoice, its PDF downloads, and any re-sent emails always use that copy. Later edits in Template Studio (or deleting the template) only change drafts and new invoices, never invoices you have already issued.

A custom template created before Template Studio keeps working on your invoices, but it has no editable layout. When you open it, choose Recreate with AI (upload the original invoice again for a fresh, editable template) or Start from a clean layout (numwisely’s standard layout in your template’s colours). Nothing changes until you pick an option.

On the Templates page, built-in and custom templates sit side by side, each shown as a live preview. Your current default carries a “Default” badge. Select a template (and, for built-in templates, customize its colours), then use “Set as default” below the grid. You can also select Use as default right after creating a template. New invoices start from your default template; scheduled invoices use it too unless the schedule names a specific template.