Generating Offers and Invoices with Templates

Every offer and invoice Prospero generates is built from the same editor, and most of the fields in that editor can be pre-filled with your organization's standard settings. Setting up named templates in Settings means opening a new document and selecting a template to instantly load your branding, memo, and footer, so you can go straight to reviewing line items instead of rebuilding the document from scratch.

Each offer and invoice template is made up of three optional PDF files plus default memo and footer text.

The Cover Page File appears as the first page of the document, typically a branded title page with your organization's logo and design. The Canvas File is layered behind the document content on every page. Because it sits underneath the text and line items, it needs to be highly transparent. A faint watermark or subtle background pattern works well here; a canvas that's too opaque will make the document difficult to read. The Final Page File appears as the last page of the document, which is a natural place for terms and conditions, a signature block, or contact information.

Offer and invoice templates are created and managed separately in Settings > Rentals, under Offer Templates and Invoice Templates. This means you can maintain different sets of templates for each document type.

To add a template, click Edit at the bottom of the Rentals settings page and click + Offer Template or + Invoice Template at the bottom of the relevant section. Give it a descriptive Label like Standard Invoice, Non-Profit Offer, or Educational Booking, so it's easy to identify when generating documents. Then upload your Cover Page File, Canvas File, and Final Page File as PDFs. Add any default Memo and Footer Text you want to appear on documents using this template. Both fields support dynamic fields: type {{ to open the selector and pull in booking-specific details like Expiration Date or Total automatically.

You can create as many templates as your organization needs. Templates can be reordered using the drag handle on the left and deleted using the trash icon.

When you open an offer or invoice editor, the General section includes a Template dropdown. Select the template you want to apply and Prospero will load the associated PDF files, memo, and footer text into the document automatically.

Any field loaded from a template can be changed on a per-document basis without affecting the saved template. If a booking requires different terms or a different cover page, swap the file or edit the memo directly in the editor before saving.

In addition to the template, the General section includes Locale, Currency, and Billing Settings. The Locale setting adjusts the financial vocabulary to match the selected region's currency conventions. The Billing Settings contain details including company name, address, EIN, tax number, bank number, offer and invoice numbering conventions. These general settings can also be saved as defaults in Settings so they load without manual selection on every new document.

The Customer section is where you add the billing contact for the document. If a person or organization is a regular, you can save their information in the Customers tab in the sidebar.

In the Customer section, click + Add Customer to select a saved customer to automatically fill in their company name and address. Select a contact from options saved at the selected company. If the client is not saved, you can fill in these fields manually.

The Details section lets you set the due date for invoices (or expiration date for offers) as Dynamic, Fixed, or None. A dynamic date updates automatically relative to when the document is activated, useful if you want invoices to be due 30 days from the date they're sent. A fixed date stays as set regardless of when the document is activated.

Use Custom Fields to add any additional information that should appear on the document, such as a purchase order number or an attention line. Click + Add Custom Field to add as many as needed.

If you applied a template in the General section, the Memo and Footer Text fields will already be populated. You can edit them for this document without affecting the saved template. Type {{ in either field to insert a dynamic field.

For offers, the Line Items section is auto-populated based on the resources in the booking. When generating an invoice, you can choose whether to base the line items on the details of the actual event in the calendar, an existing offer, or another existing invoice. The Price Tier dropdown at the top of the section determines which rate is applied to all items. Changing the tier recalculates every line item to match the selected tier's pricing.

Line items are organized into sections with editable titles. Click a section title to rename it, for example to match a specific day of a multi-day booking or to separate spaces from equipment. Use the ... menu on a line item to copy, remove, or move it to a different section. Sections and individual items can be reordered using the drag handle on the right. Click + Add Line Item to add a charge manually, or + Add Section to create a new grouping. Use the + icon on an individual line item to add a discount or tax as a percentage of that item's cost.

Click Re-generate below the preview to apply any changes to the document before saving.