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Document Templates ​

Customize the appearance and layout of invoices, receipts, and other documents.

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Learn how to customize document templates for bills, receipts, and other documents in Hidma.

Overview ​

Document templates in Hidma control how your bills (invoices), receipts, account statements, and credit notes look when you generate PDFs to send to clients or save for your records. Rather than being stuck with a generic, one-size-fits-all invoice design, you can customize templates to match your branding, include the information most relevant to your clients, and present your work professionally in formats that reflect your firm's identity.

Templates are accessed through Settings → Customisations → Document Templates. This is where you create, edit, duplicate, and manage all the templates available throughout Hidma. You can have multiple templates for the same document type (perhaps different invoice templates for different organizations or client types) and choose which template to use when generating each document.

Document Template Types ​

Hidma supports templates for several document types:

Bill Templates (Invoices) - Control how your invoices appear when sent to clients. This is typically your most important template since invoices represent your primary client-facing financial communication. Bill templates determine invoice layout, what information appears where, color schemes, logo placement, header and footer content, and overall professional presentation.

Receipt Templates - Customize how payment receipts look when generated for clients who've made payments. Receipt templates typically mirror bill template styling for brand consistency while focusing on payment-specific information rather than detailed work breakdowns.

Account Statement Templates - Format account statements showing clients their complete financial relationship with your firm - outstanding balances, payment history, and overall account status.

Credit Note Templates - Design how credit notes appear when you need to issue credits for overpayments, adjustments, or refunds. Credit notes are essentially negative invoices and their templates control their presentation.

Each template type has its own specific fields and layout options relevant to that document type, but the customization process is similar across all templates.

Creating and Managing Templates ​

Viewing Existing Templates ​

Navigate to Settings → Customisations → Document Templates to see all templates currently configured in your system. You'll see templates organized by type (Bill, Receipt, Account Statement, Credit Note) with template names showing which are defaults for which organizations (if you operate multiple entities).

Out of the box, Hidma includes default templates for each document type. These defaults provide professional, functional layouts that work for most firms. You can use them as-is, customize them to your needs, or create entirely new templates from scratch.

Creating a New Template ​

You have two approaches to creating new templates:

Starting from Scratch - Click "Create New Template" and build a completely custom template from the ground up. This gives you maximum flexibility but requires more work to configure all elements.

Duplicating an Existing Template - Hover over any existing template and select "Duplicate and Edit." This creates a copy of that template which you can then modify. Duplicating is typically faster than starting from scratch since you begin with a complete, working template and just adjust the elements you want to change.

Most users find duplicating faster and easier - start with the default template (which already has sensible configurations) and customize it to your preferences.

Template Configuration Options ​

When editing a template, you see a live preview on the right showing how documents will look, and configuration options on the left controlling template appearance:

Template Name ​

Give the template a clear, descriptive name. Perhaps "Default Bill Template," "Organization 2 Invoice," "Detailed Bill Template," or "Simple Receipt." The name appears when selecting templates, so clarity helps users choose the right template for each situation.

Upload your firm's logo to appear at the top of documents. Logos reinforce your brand and make documents look professional and official. Most firms use their primary logo in color matching their brand guidelines.

The logo uploads in the template editor and appears in the preview. Adjust size and positioning as needed to fit your template layout.

Primary Color ​

Select a primary color used for headers, borders, accents, and design elements throughout the template. Choose a color matching your brand - perhaps your logo color or a corporate color from your brand guidelines. This color unifies the template design and reinforces brand consistency.

The preview updates immediately when you change colors, letting you see how different color choices affect the overall document appearance.

Grouping Options ​

Control how bill rows (line items) are organized on invoices:

No Grouping (Chronological) - All entries appear in chronological order based on when work was performed, regardless of project. Useful for simple bills or when chronological sequence is more important than project grouping.

The grouping choice affects invoice organization and readability. Choose based on how your clients prefer to see information organized.

Deprecated: Group by Project

The Group by Project bill theme option - which automatically grouped bill rows by project - has been deprecated. With heading rows you can now recreate the same project-grouped layout manually, without the complexity of automated grouping. This is especially helpful on bills where a single row spans multiple projects, which automated grouping couldn't represent cleanly.

Header Details ​

Configure what information appears in the invoice header section:

  • Invoice Number - Whether to show the bill number
  • Date Range - Whether to display the period covered by this invoice
  • Date - Whether to show the invoice issue date

Toggle each element on or off based on what information is relevant to your billing practices and client needs. Most invoices show at least the invoice number and date; date range is optional depending on whether you bill for specific periods or on an ad-hoc basis.

Your Details ​

Control what firm information appears on the document (typically in the top corner or header):

  • Firm Name - Your organization name
  • Address - Your business address
  • Contact Information - Phone, email, website, etc.

You can show or hide each element and edit the actual text content. The preview shows how your firm information will appear on documents. Some firms include extensive contact details, others keep this section minimal.

Payment Details ​

Configure payment information that appears on invoices telling clients how to pay:

  • Bank Account Details - Account number, routing number, bank name
  • Payment Instructions - How to make payments (check, wire, ACH, credit card, online portal, etc.)
  • Payment Terms - Net 30, Net 60, Due on Receipt, etc.

Toggle elements on or off, and fill in the specific text for each field. This section is critical for invoices - clients need clear instructions on how and when to pay. Comprehensive payment details reduce payment friction and improve collection rates.

Other Details ​

Additional configuration options for document content:

Document Title - What to call the document. Perhaps "Invoice," "Bill," "Statement," or "Tax Invoice" depending on your jurisdiction and preferences. The title appears prominently at the top of the document.

Show Total Time - Whether to display the total time worked (in hours) on the invoice. Some clients want to see total hours clearly; others focus only on the dollar amount. Toggle based on client preferences.

Footer Messages - One or two text messages that appear at the bottom of every invoice. Use for:

  • Thank you messages ("Thank you for your business")
  • Payment reminders ("Payment is due within 30 days of invoice date")
  • Contact information ("Please forward any inquiries to [email protected]")
  • Legal disclaimers or terms

Footer messages are multi-line text boxes where you can include several lines of text. The preview shows how footer messages will appear on actual documents.

Client Details ​

Control what client information appears on the document:

  • Client Name - Whether/how to show the client's name
  • Client Address - Whether to include the client's billing address
  • Client Contact - Whether to show client email and phone
  • Reference Number/Client Code - Whether to display the client's code (if client codes are enabled)

Unlike firm details where you enter specific text, client details pull automatically from each client's profile. When you generate a bill for Client A, their information appears; when you generate for Client B, their information appears. You're just controlling which fields display, not entering the actual values.

Saving Templates ​

Once you've configured all template settings to your satisfaction, click "Save Changes." The template is immediately available throughout Hidma. When generating bills, receipts, or other documents, you can select this template to use its formatting.

Setting Default Templates ​

For each document type and organization (if you operate multiple entities), you can designate a default template. The default template is automatically selected when creating new documents, saving users from choosing a template every time.

Set defaults through the template list interface or organization configuration, depending on your Hidma setup. Having sensible defaults ensures consistent document formatting without requiring template selection for every invoice.

Using Templates ​

Generating Documents with Templates ​

When you create a bill and click to view or download the PDF, Hidma generates the document using the selected template (or the default template if none is explicitly selected). The template determines all visual aspects - layout, colors, logo, what information appears and where.

The same underlying bill data can be presented through different templates, creating different visual presentations of the same information. Perhaps one template shows extensive detail while another presents summary information. Perhaps one uses blue branding for Organization 1 while another uses green for Organization 2.

Switching Templates ​

If you generate a document PDF and decide it should use a different template, you can typically regenerate the PDF selecting a different template. The document content stays the same; only the visual presentation changes based on the new template.

This flexibility lets you accommodate different client preferences, regulatory requirements, or presentation needs without recreating bills from scratch.

Best Practices ​

Document Template Tips

Start with Defaults and Customize Rather than creating templates from scratch, duplicate the default template and modify it. Defaults already include all necessary elements in sensible configurations. Customizing a working template is faster and less error-prone than building from the ground up.

Match Your Branding Use your firm's logo, brand colors, and visual identity in templates. Consistent branding across all client communications reinforces your professional image. If your logo is blue, use blue as your primary template color. If your brand uses specific fonts in marketing materials, aim for similar visual consistency in invoice templates (within template capabilities).

Test with Real Data Before finalizing a template, generate test invoices with it using actual client data. View the PDFs as clients will see them. Check that all information appears correctly, nothing overlaps or is cut off, and the overall presentation looks professional. Testing reveals layout issues that aren't apparent in the template editor preview.

Include Clear Payment Information Clients can't pay if they don't know how. Ensure payment details are comprehensive and clear - bank account numbers, payment portal URLs, acceptable payment methods, and payment terms. The easier you make it to pay, the faster clients will pay. Incomplete payment information creates confusion and delays.

Keep it Professional Templates are client-facing documents representing your firm. Maintain professional presentation - clear layouts, readable fonts, appropriate color choices, correct spelling and grammar in all text. Overly busy designs, too many colors, or cluttered layouts reduce professionalism. Aim for clean, clear, businesslike presentation.

Consider Client Needs Design templates thinking about client preferences and needs. Do your clients want to see detailed time breakdowns or prefer summarized information? Do they need specific reference numbers for their accounting systems? Do they appreciate itemized work descriptions or just totals? Client-focused templates improve satisfaction and reduce billing questions.

Create Templates for Different Purposes You don't need one-size-fits-all templates. Create multiple templates for different situations:

  • Detailed template for clients who want comprehensive breakdowns
  • Summary template for clients preferring high-level information
  • Organization-specific templates for multi-entity operations
  • Special templates for specific client types or industries

Having appropriate templates available gives you flexibility to present information optimally for each situation.

Update Templates Periodically Brands evolve, logos change, contact information updates, and payment methods change. Review templates annually to ensure they still reflect current branding, include current contact information, and present payment options you actually accept. Outdated templates with old logos or wrong contact information look unprofessional.

Common Scenarios ​

Scenario: New Firm Branding ​

Situation: Firm has rebranded with new logo and colors, needs to update invoice appearance.

Solution: Duplicate the current default bill template and name it "Updated Brand Template." Upload the new logo, change the primary color to match the new brand color, and update any firm name or messaging in headers/footers to match new branding. Test with sample invoices to verify appearance. Once satisfied, set it as the new default template. Historical invoices retain the old branding (showing what was sent at the time), while new invoices use updated branding.

Scenario: Multiple Organizations ​

Situation: Operating two legal entities that need distinctly branded invoices.

Solution: Create separate templates for each organization. Perhaps "Organization 1 Invoice Template" uses blue branding with Org 1's logo, while "Organization 2 Invoice Template" uses green branding with Org 2's logo. Set each as the default template for its respective organization. When generating invoices for Org 1 clients, they receive blue-branded invoices; Org 2 clients receive green-branded invoices. Clear visual distinction prevents confusion about which entity is billing.

Scenario: Detailed vs. Summary Invoicing ​

Situation: Some clients want itemized detail showing every time entry, others prefer high-level summaries.

Solution: Create two bill templates - "Detailed Bill Template" and "Summary Bill Template." The detailed template includes all optional elements (dates, user names, comments on each row). The summary template hides those details, showing just job descriptions and totals. When billing detail-oriented clients, select the detailed template. When billing clients preferring summaries, select the summary template. Same underlying work, different presentation levels.

Scenario: Industry-Specific Requirements ​

Situation: Legal industry requires specific terminology and information on invoices for regulatory compliance.

Solution: Create a "Legal Invoice Template" that uses industry-standard terminology (changing "Invoice" to "Statement of Account" or whatever your jurisdiction requires), includes required compliance information in footer messages, and presents information in formats familiar to legal clients. When billing legal clients, use this specialized template that meets industry expectations and regulatory requirements.

Scenario: Multilingual Clients ​

Situation: Serving clients in different countries requiring invoices in different languages.

Solution: Create templates for each language - "English Invoice Template," "French Invoice Template," "Spanish Invoice Template," etc. Each template has all labels, headers, footers, and static text translated to the appropriate language. When billing French clients, select the French template. When billing Spanish clients, select the Spanish template. Dynamic content (client names, work descriptions) might still be in English, but all template elements appear in the client's language.

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Document templates control how your client-facing documents look. Start with default templates and customize them to match your branding and client communication preferences.

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