Quote & Invoice Themes

The Quote / Invoice Theme Editor allows administrators to create and customise multiple quote and invoice themes that reflect their brand. Companies operating under multiple business names can create multiple different themes that can be selected on each quote or invoice.

From this point, we’ll mostly talk about invoice themes, however quote templates are almost identical!

To open the editor, in the top right corner of the Sales page, click the -> Edit Themes.

Sonderplan Open Quote and Invoice Theme Editor

Create / Edit a Theme

The theme editor is a representation of the final invoice output. The page is broken into 9 sections which can have text and HTML elements added to them. When creating a new theme, the system default theme is loaded in by default, but you can add and modify any of the Shortcodes that you require.

Sonderplan Quote and Invoice Theme Editor

New Theme Button

To create a new theme, click on the New (1) button and select either New Quote Theme or New Invoice Theme. This action will open an editable template based off the default themes, allowing you to fully customize the layout, content, and styling according to your needs.

Theme Name

Enter a clear and descriptive theme name (2) for internal use only. These names help your team quickly identify the purpose or style of each theme but will not be displayed on the final document sent to clients. For instance, you could use theme names like Company Name — 30 Day Terms or Premium Client Invoice.

Invoice Title

Specify the title (3) you want to appear prominently at the top of your invoice or quote. Examples include Invoice, Tax Invoice, or Quotation. This is visible on the final document delivered to your client.

Upload Logo

You can brand your invoices by uploading your company logo. Simply click on the Upload Logo (4) button, select your logo file from your device, and it will appear automatically on all invoices generated using this theme.

Shortcodes

Shortcodes displayed in the right sidebar (5) represent dynamic placeholders that are automatically replaced with relevant details when generating your invoice or quote. For example, shortcodes such as [invoiceNumber] or [companyName] are replaced by the actual invoice number and your company’s name. If there’s no data available for a shortcode at the time of generation, that shortcode will be left blank.

Dynamic Client / Contact

Shortcode	Description
`[toFirstName]`	Client contact person’s first name — if no contact person is set, falls back to the client’s first name (for a person) or company name (for an organization)
`[toLastName]`	Client contact person’s last name — if no contact person is set, falls back to the client’s last name (for a person) or is left blank (for an organization)
`[toOrganization]`	Client contact person’s linked organization name — if no contact person is set, falls back to the client’s linked organization name (for a person) or is left blank
`[toAddress]`	The complete address of the client
`[toAddressLine1]`	The first line of the client’s address
`[toAddressLine2]`	The second line of the client’s address
`[toAddressLine3]`	The third line of the client’s address
`[toAddressCity]`	The client’s city
`[toAddressState]`	The client’s state/province
`[toAddressPostcode]`	The client’s postcode/ZIP
`[toAddressCountry]`	The client’s country
`[toEmail]`	Email address of the client
`[toPhone]`	Phone number of the client

Client

Shortcode	Description
`[clientName]`	The name of the client
`[clientAddress]`	Formatted address of the client
`[clientEmail1]`	Primary email of the client
`[clientEmail2]`	Secondary email of the client
`[clientEmail3]`	Tertiary email of the client
`[clientPhone1]`	Primary phone number of the client
`[clientPhone2]`	Secondary phone number of the client
`[clientPhone3]`	Tertiary phone number of the client

Client Contact Person

Shortcode	Description
`[clientContactPersonName]`	The name of the client contact person
`[clientContactPersonAddress]`	Formatted address of the contact person
`[clientContactPersonEmail1]`	Primary email of the contact person
`[clientContactPersonEmail2]`	Secondary email of the contact person
`[clientContactPersonEmail3]`	Tertiary email of the contact person
`[clientContactPersonPhone1]`	Primary phone number of the contact person
`[clientContactPersonPhone2]`	Secondary phone number of the contact person
`[clientContactPersonPhone3]`	Tertiary phone number of the contact person

Invoice Fields

Shortcode	Description
`[invoiceNumber]`	Number of the invoice
`[invoiceTotal]`	Total amount of the invoice
`[invoiceSubTotal]`	Sub‑Total amount of the invoice
`[invoiceDiscountTotal]`	Discount total amount of the invoice
`[invoiceNetTotal]`	Net Total amount of the invoice
`[invoiceTaxTotal]`	Total Tax amount of the invoice
`[invoiceDate]`	Date the invoice was created
`[invoiceDue]`	Due date of the invoice
`[invoiceTerms]`	The invoice terms specified within the invoice
`[invoiceReference]`	The invoice reference field value
`[companyName]`	Your company name (from System Settings)
`[contactDetails]`	Contact details (from Global Sales Settings)

Project Fields

Shortcode	Description
`[projectName]`	Name of the Project
`[projectCode]`	Shortcode assigned to the Project
`[projectDescription]`	Description of the Project
`[projectStartDate]`	The start date defined for the project
`[projectEndDate]`	The end date defined for the project

Invoice Settings

Customize your invoice layout by choosing which item columns or total row elements to display or hide (6). This allows you to create tailored invoices suitable for different types of clients or projects, ensuring clarity and relevance in your financial communications.

Sonderplan Customise visible item columns and rows

Item Column Visibility

Setting	Description
Item	Show or hide the Item column in the line items.
Description	Show or hide the Description column in the line items.
Quantity	Show or hide the Quantity column in the line items.
Price	Show or hide the Price column in the line items.
Discount	Show or hide the Discount column in the line items.
Tax	Show or hide the Tax column in the line items.
Total	Show or hide the Total column in the line items.

Total Row Visibility

Setting	Description
Sub Total	Show or hide the Sub Total row in the totals section.
Discount Total	Show or hide the Discount Total row in the totals section.
Net Total	Show or hide the Net Total row in the totals section.
Tax Total	Show or hide the Tax Total row in the totals section.
Total	Show or hide the Total row in the totals section.

Styles

Use custom CSS code (7) to personalize the appearance of your invoice or quote templates fully. This powerful feature lets you adjust fonts, colors, layout spacing, and more, ensuring your documents reflect your brand identity precisely.

A customised footer can be embedded on each page by creating an image file with the dimensions of 120px x 738px. The image should be exported as Footer.png and then converted to a base64 string by running the following commands in Terminal on a Mac computer.

Convert png to base64

echo "data:image/png;base64,$(base64 -i Footer.png)" > output.txt

Next, copy and paste the CSS code into the Custom CSS Code section in the Sonderplan invoice theme editor. Finally open the newly created output.txt file generated by the above base64 commands and copy the contents into the background: url(""); code section.

Page footer example

@media print {
  @page {
      margin-bottom: 130px!important;

      @bottom-center {
          height: 120px;
          width: 738px;
          content: "";
          background: url("data:image/png;base64,i.....");
          background-size: contain;
      }
  }
}

Email Template

(8) Predefine the email content and subject lines used when sending invoices through the built-in Send Invoice function. Creating standard email templates helps maintain consistency, enhances professionalism, and speeds up your invoicing process.

Save

Once you’ve customized your theme, click the Save (9) button to store your changes. This ensures your template settings, styling, and customizations are preserved and ready for future use.`

Sections

Settings

Guides

Create / Edit a Theme

New Theme Button

Theme Name

Invoice Title

Upload Logo

Shortcodes

Dynamic Client / Contact

Client

Client Contact Person

Invoice Fields

Project Fields

Invoice Settings

Item Column Visibility

Total Row Visibility

Styles

Custom Page Footer

Email Template

Save

​Create / Edit a Theme

​New Theme Button

​Theme Name

​Invoice Title

​Upload Logo

​Shortcodes

​Dynamic Client / Contact

​Client

​Client Contact Person

​Invoice Fields

​Project Fields

​Invoice Settings

​Item Column Visibility

​Total Row Visibility

​Styles

​Custom Page Footer

​Email Template

​Save

Create / Edit a Theme

New Theme Button

Theme Name

Invoice Title

Upload Logo

Shortcodes

Dynamic Client / Contact

Client

Client Contact Person

Invoice Fields

Project Fields

Invoice Settings

Item Column Visibility

Total Row Visibility

Styles

Custom Page Footer

Email Template

Save