Customize your invoices, quotes and receipts (logo, legal mentions, numbering)

Why it matters

An invoice without a logo, without a tax number or with inconsistent numbering makes the customer doubt and causes problems in an inspection. Genuka builds its invoices, quotes and receipts from your company's information: you only have to fill it in once for all documents to carry your image. You also choose the format of the numbers, for example to restart at 1 every year.

Summary

The dashboard does not offer a template editor: the layout, colors and order of blocks are fixed. You customize what is displayed in it:

• the header (logo, name, contact, tax number, trade register, address);
• the numbering of each type of document;
• the note intended for the customer;
• the extra information at printing (images, batches, dates…);
• the receipt format, and the customer's signature.

For truly custom invoice templates, see the "Invoices & Documents" app (lesson app-documents).

Prerequisites

• For the header: access to Settings › Company › Company (company.view to open it).
• For numbering and the default note: the right to manage the company (company.*), without which the General settings tabs do not show.

Steps: the document header

1. Settings › Company › Company (/company).
2. Add your logo and fill in:
   • Name;
   • Contact (email or phone);
   • Tax number (NIU, TAX ID, ...);
   • Trade register;
   • Your company's address / Your address, the city and the country.
3. Save.

On the PDF invoice and quote, the header shows the logo, the company name, the shop name, the contact, the tax number, the trade register and the address. If a shop has its own logo (Settings › Company › Shops), that logo is shown on that shop's documents.

Steps: document numbering

1. Settings › Company › General settings, Document number tab.
2. Each type of document has its own block. The type is shown as a code: ORDER (orders), INV (invoices), QUOTE (quotes), PAYMENT (payments), DLV (deliveries), RET (returns), CN (credit notes), BILL (expenses), PO (supplier purchase orders), PROD (production orders), SE (stock entries), SL (losses), GRN (shown as "Goods received note").
3. For each type, set:
   • the number pattern, with these placeholders: {YEAR}, {MONTH}, {YY}, {MM}, {FY} (fiscal year), {DOCTYPE}, {DOCTYPE_SHORT}, {COUNTER}; example: INV-{YEAR}-{COUNTER};
   • the number of digits of the counter;
   • the starting number of the counter;
   • the current counter: the last number issued, with the next number shown below;
   • resetting the counter every year or every month.
4. Click Save.

By default, each type follows the pattern #{DOCTYPE}_{COUNTER} on 4 digits, starting at 1000. The new format applies to documents created afterwards; numbers already issued do not change.

Steps: the note for the customer

• Default note: General settings, Invoice link tab, Default public note field ("This note will be added to all your public invoice links for your customers…"), for example your delivery times or your terms. It shows on the public link of every order that does not have its own note.
• Note on an order: on the order page, Note for the customer (public) card, Edit icon. It replaces the default note on the link and prints on the PDF invoice.

Steps: choose what prints

• PDF invoice or quote: Actions › Download invoice offers to add the Product images, the Description, the Stock quantity, the Warehouse name, the Batch number, the Expiration date and the Production date. The choice is kept on this device.
• Receipt: Actions › Print receipt chooses the document (Payment receipt or Delivery note), the Print format (Thermal (58/80mm receipt) or Dot-matrix (A4 — Original + Duplicate)), the Version (Full or Compact, the latter for Bluetooth, USB or serial printers), the Number of copies for dot-matrix, and the printer connection.

The customer's signature

Once the order is delivered and linked to a customer, a Sign Order button appears on the order page and on the public link: the customer signs on screen. The signature, with their name and date, then prints on the PDF invoice.

Edge cases and common mistakes

• No choice of template, color or footer. These elements are fixed in the dashboard. Use the public note for your terms, or the "Invoices & Documents" app.
• The default note does not print on the PDF. It only appears on the public link; only the order's own public note is printed.
• The internal note shows the default note. On an order with no internal note, the Note from your customer (private) card shows the default public note: that text is not an internal note.
• Invoice custom fields with no visible effect. The Invoice link tab lets you create custom fields (its description wrongly speaks "of your customers"), but today they show neither on an invoice page nor on the PDF.
• Document number tab poorly translated. Document types are shown as codes, and several labels stay in English ("Current counter", "Reset the counter yearly", "Reset the counter monthly"). Save messages are in English too.
• Changing the counter by hand is risky. Going back to a lower value can reissue a number already used. Only touch the current counter for a change of year or a takeover from other software.
• No creation of new document types: the list of types is fixed by Genuka.

FAQ

How do I put my logo on my invoices? Add it in Settings › Company › Company. It appears on invoices, quotes and the public link.

How do I make my invoices start at INV-2026-0001? General settings › Document number, INV block: pattern INV-{YEAR}-{COUNTER}, counter on 4 digits, reset every year, then Save.

Can I add my terms and conditions to the invoice? Not in a dedicated footer. Put them in the Default public note (public link) or in the order's public note (link and PDF).

Can I change the invoice colors? No, not from the dashboard.

See also

• Invoice an order (facturer-commande)
• Company settings (parametres-entreprise)
• Global settings (parametres-globaux)
• Manage your shops (gerer-boutiques)
• Invoices & Documents app (app-documents)