👉 Before customizing a template, make sure you've created one first. See Setting Up Document Templates.
After selecting a document type and style, configure the Localization, Customization, and Email sections to control exactly what appears on your exported PDFs. Email settings apply to invoices only.
Localization
Choose the document language, which also determines the date format.
Example: English (US) uses MM-DD-YYYY, English (UK) uses DD-MM-YYYY.
Enable custom label overrides to rename fields within the document.
Overriding the Tax ID Labels
Customize the Tax ID labels on document templates to match your regional tax terminology.
Your Tax ID: Change "Tax ID" to "VAT Number" to match European tax conventions.
Client's Tax ID: Rename "Tax ID" to "GSTIN" for invoices issued to clients in India.
Customization
This section configures the header, info section, table, notes, footer, attachments, and PDF name.
Header Options
Choose a layout that determines how your logo and company info appear.
Change the logo size. The maximum is 240 px wide and 180 px high. Here's how to add your company logo to the template.
Apply text styling from the Document Style Editor (Heading 1, Heading 2, Body Text).
Click the eye icon in Show/Hide Fields to hide the header, logo or bank account information.
📌 Enable Repeating Header to display the header on every page.
Info Options
Choose a layout for how the invoice title, subject, PO number, date, and client information appear.
Apply text styling from the Document Style Editor.
Click the eye icon in Show/Hide Fields to toggle field visibility.
📌 Enable Repeat with Header to display the info section alongside the header on every page.
📌 Reorder labels by dragging and dropping them into position.
Table Options
Customize text styles using the Elements section.
Adjust which fields appear in the table and rearrange their order using Show/Hide Fields.
For Proposal and Budget templates, the Elements list also includes Section Name and Section Description, each with its own text style.
Under Section in Show/Hide Fields, show or hide Section Name and Section Description independently of the table.
📌 The Unit and Quantity fields can be linked (e.g., "30h" under QTY) or unlinked (e.g., "30" in QTY, "hours" in Unit).
Note Options
Select a layout for notes and apply text styling.
Place the note above or under the table.
Use custom fields (+) to dynamically insert predefined content.
📌 A note added to a Proposal template is copied to the deal when the template is selected. If a user edits the note directly on the deal, a Sync Note action appears, letting them restore the template's default note.
Footer Options
Choose between layouts and element styles.
Insert a custom footer message, optionally including custom fields.
Attachments
Upload a custom file to attach to all documents using this template.
Custom PDF Name
By default, downloaded PDF file names combine the document type, a unique ID, and the client or project name. Adjust the PDF name in the template to change this.
Custom PDF names is available on the Ultimate subscription plan.
Each template supports variables you can combine with custom text and dates. For example, to name an invoice Invoice_budget name_2025, enter:
Invoice_{budget_name}_{yyyy}
Example options for invoice documents
Example options for invoice documents
Text, numbers, symbols:
INV_,Budget-Variables:
{organization_name},{project_name},{budget_name},{company_name},{subsidiary_name},{invoice_number}(uses the Invoice ID for draft invoices),{invoice_subject}Dates:
{yyyy}(current year),{yy}(last two digits),{q}(current quarter),{mm}(current month)
If a variable has no available value (e.g., a budget without a linked project), it's skipped in the file name.
Next time you download a PDF using this template, the new naming scheme will be applied.
📌 Each document type has its own set of available variables. The full list for the selected type is always displayed in the naming scheme section.
Draft emails that pre-fill when sending an invoice or deal proposal directly from Productive.
Customize the subject line (editable before sending).
Add recipients, CC, and BCC.
Use dynamic fields (+ icon) to insert values like PO numbers or project names.
Format emails with bullet lists, strikethroughs, quotes, links, emojis, and text/background color.
Using Document Templates
👉 Once your template is customized, see Using Document Templates for where to apply it across invoices, proposals, budgets, and purchase orders.
