Create and Use Custom PDFs

A custom PDF template is a reusable layout for your documents. Start with a ready-made template, or build one with HTML and CSS. This example creates a 4 × 6-inch sales order packing slip, then opens it from a sales order.

Have a draft or published sales order with line items ready in Sales > Sales Orders so you can preview the template with real details.

Open PDF Templates

1. Click Configuration in the top navigation bar to open the menu.

   

2. Choose Settings.

   

3. Choose PDF Templates in the sidebar.

   

4. Click PDF Template. If you already have templates, the button is Add PDF Template.

   

Choose a ready-made layout

The Customize Curated tab opens first. Choose a layout for the document you need, such as a sales order, quote or invoice.

1. Click a template picture to preview it. This example uses Sales Order with Line Items (4" x 6").

   

   You can also click Customize directly on any template card to bypass the preview.

2. Click Customize.

   

Name and customize the PDF

1. Enter a Name, such as Willow Order Packing Slip, replacing the pre-filled default text. This is the name you will find in the download menu.

   

2. Open HTML for the document text and structure.

   

3. Open CSS for styling, including fonts, spacing and page size.

   

Keep the existing HTML and CSS if the layout suits you, or edit code to adjust labels, fonts, and margins. Changes in these panels require HTML and CSS knowledge. The Data tab displays the selected record's available field variables in JSON for custom data binding; it is read-only.

Preview and save the template

1. Open the Preview from Sales Order dropdown.

   

2. Select the order to use for the preview. YoPrint may pre-select your latest sales order automatically.

   

3. Click Generate after changing the template. Check the preview for missing details or text that does not fit.

   

4. Open Options.

   

5. Keep Available at the Sales Order Level selected so the template appears in the order download menu.

   

6. Click Save and Close.

   

Available in Customer Portal also makes the PDF available to your customer. Available in Individual Download View puts it in the matching document's download menu.

Use Save to keep working in the editor. Cancel closes without saving your latest changes.

Use the PDF on a sales order

1. Click Sales in the top navigation.

   

2. Choose Sales Orders.

   

3. Double-click the order you need.

   

4. Click the printer-shaped Download button.

   

5. Choose your template under CUSTOM PDF. The PDF opens in a new browser tab with this order’s details.

   

Edit a saved template

Close the sales order dialog and return to your main tab. Your templates stay in Configuration > Settings > PDF Templates.

1. Double-click the template row.

   

The same editor opens. Continue with Name and customize the PDF, then preview and save your changes.

Start from scratch

From Settings > PDF Templates, click Add PDF Template to open the dialog. In the New PDF Template dialog, use this route when you want to write the layout yourself. Start from scratch opens an empty editor without starting boilerplate; use curated templates if you prefer pre-built layouts.

1. Open Start from Scratch.

   

2. Choose the document type. This example uses Sales Order PDF.

   

The choices are Job PDF, Sales Order PDF, Quote PDF, Shipment PDF, Purchase Order PDF and Invoice PDF. Continue with Name and customize the PDF, then preview and save it.