Templates and custom invoices

Numwisely includes two built-in invoice templates — Earthy Modern and Official Invoice. Each is a professionally designed, legally compliant layout that includes all required invoice fields: invoice number, date, due date, seller and buyer details, line items table, subtotal, VAT, total, and payment reference.

Built-in templates support all three output languages (English, German, Finnish) and all three tax treatments (standard VAT, zero-rated, EU reverse charge). They are the fastest way to start sending professional invoices.

If you need stronger brand identity, you can build a custom invoice template in the visual editor — a full-screen design canvas where every part of the invoice is a movable element: your logo, your details, the customer’s details, the invoice number and dates, the line-items table, totals, the payment QR code, the bank barcode, signature, notes, and a “Pay now” button. You can also add your own colour bands, shapes, lines, and text to match a brand look. Click an element to select it, drag to reposition it, resize it from the handles, layer it in front or behind, and nudge it with the arrow keys. The first time you open the editor, a short guided tour highlights each area — replay it any time from the Help (?) button.

The side panel always shows settings for what you have selected: an element’s font (previewed in the list), its own size, weight, alignment, colours, fill, and borders, and — for the line-items table — header colour and zebra rows. With nothing selected, the panel shows the document-wide theme (primary, secondary, background, and text colours plus a base font and size) that applies to elements without their own styling. You can show or hide individual elements, but each data element stays wired to live invoice fields, so the numbers, dates, and totals are always accurate. What you place on the canvas is exactly what prints, your changes save automatically as you work, and the invoice always fits a single A4 page. Keep every legally required field visible — hiding required information would make the invoice non-compliant in most jurisdictions.

Custom templates are fully multilingual: headings like “Bill To” or “Payment Info” translate automatically with each invoice’s language (English, German, Finnish), and your company name, bank details, and other data always come from your account. In Preview mode you can switch the sample invoice’s language and turn on “Minimal data” to see how the template looks when optional information — logo, bank details, notes, QR code — is missing or turned off.

On the Upload template page you can turn an existing invoice design into an editable template. Upload an image of any invoice layout — a PDF screenshot, an export from a design tool, or a sample you want to match — and Numwisely rebuilds it as a custom template that reproduces its colors, layout, table style, and logo placement, with every required invoice field wired to live data. Generation takes around 90–120 seconds; large images are compressed automatically before upload.

Before showing you the result, the AI compares its rebuild against your upload and automatically tunes the colors, table style, and spacing to match more closely — there is no score to read and no changes to request by hand. When it finishes you see a preview of the rebuilt invoice. Saving stores it as a custom template — ready to use on your invoices, and opened in the visual editor as movable blocks you can rearrange and restyle.

On the Templates page, built-in and custom templates sit side by side in one grid, each shown as a live thumbnail of the actual design — your current default carries a “Default” badge. Select any template (and, for built-in templates, customize its colours) and use “Set as default” in the bar below the grid. New invoices start from your default template and saved colours; scheduled invoices also use the default template unless a specific template is configured in the schedule.

Avoid templates that hide legally required information, use unreadable typography sizes below 8pt, or rely on complex backgrounds that obscure text in PDF rendering.

Test the PDF output specifically — a template that looks correct in the editor may have rendering differences in the final PDF. Always preview the PDF output after any template change.