Documents
Open Settings → Documents in Thermal →
What it's for
Documents sets your invoice, quote and agreement wording and a few layout options for the customer invoice: whether line items show unit prices, and how dates print. Changes apply to documents you send from now on; a quote or invoice already sent keeps the wording it went out with, and a signed agreement keeps the terms it was signed with.
Reach it from Settings → Documents in the sidebar, at
/settings/documents.
Tabs
This screen has no tabs. It's a column of sections: Invoice with its Preview, Invoice wording, Quote wording, the service and inspection report options, Service agreement terms, Rental agreement terms (when Rentals is on), and Pay application.
Panels and controls
Invoice
Show unit prices on line items adds a unit price to each line. Date format picks how dates print; Default keeps dates as they print today. Save document options saves the form. The remit-to and footer text are part of Invoice wording.
Invoice wording
Terms and conditions, Footer and Remit to print on every invoice
you send from now on, with fields such as {due_on} filled in. Before your
first publish the boxes hold the remit-to and footer text you had saved, and
invoices print it as before. Reason for the change is required;
Publish invoice wording saves the next version. Invoice wording
preview and Invoice wording history work as they do for quotes. See
Add terms and conditions to your
invoices.
Wording for one branch
A company with more than one branch sees Wording for above the invoice wording. Choose a branch and Apply to publish invoice and service report wording for that branch. Documents for the branch print its wording; a branch without its own wording prints the company wording (All branches (company)). A branch with nothing published opens on the company wording, and publishing gives the branch its own version. People limited to one branch see only their branch and publish only for it; the company wording needs someone who sees every branch. Quote and agreement wording is the same for every branch.
Quote wording
Introduction, Terms and conditions and Closing print on every
quote you send from now on, with fields such as {customer} filled in.
Reason for the change is required; Publish quote wording saves the
next version. Quote wording preview shows a sample quote with unpublished
changes, and Quote wording history lists every version with Compare
and Restore. See Add terms and conditions to your
quotes.
Service report wording
Acknowledgement prints under "Customer sign-off" on the service report and
Footer prints at the bottom, with fields such as {site} and
{completed_on} filled in. Reason for the change is required; Publish
service report wording saves the next version, and a report keeps the
version it had when it was first opened. Service report wording preview
shows a sample report, and Service report wording history lists every
version with Compare and Restore. The Service report section
below it keeps the technician names and date format options. See Add an
acknowledgement and footer to your service
reports.
Service agreement terms and rental agreement terms
Terms and conditions shows above the signature on the agreement signing
page and prints on the signed copy, with fields such as {agreement_number}
filled in. Reason for the change is required; publishing saves the next
version, and an agreement keeps the version it was signed with. Each has a
preview and a history with Compare and Restore. Lease agreements keep
their standard wording. See Add terms and conditions to your
agreements.
Pay application
Remit-to text and Footer text print once on the project pay application, after the final totals. Date format applies to the application date, the period end and the contract date. Save pay application options saves this form; a second Pay application preview shows a sample with changes you have not saved yet.
Preview
A sample invoice built from the options above, including changes you have not saved yet, with the current invoice wording's remit-to and footer.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Invoice remit to, footer | Plain text with fields | No | Up to 600 characters each |
| Invoice terms and conditions | Plain text with fields | No | Up to 20,000 characters |
| Show unit prices on line items | Checkbox | No | Off by default |
| Date format | YYYY-MM-DD, MM/DD/YYYY or DD/MM/YYYY | No | "Choose one of the listed date formats." for anything else |
| Quote introduction, closing | Plain text with fields | No | Up to 1,000 characters each |
| Quote terms and conditions | Plain text with fields | No | Up to 20,000 characters |
| Service report acknowledgement | Plain text with fields | No | Up to 1,000 characters |
| Service report footer | Plain text with fields | No | Up to 600 characters |
| Service and rental agreement terms and conditions | Plain text with fields | No | Up to 20,000 characters |
| Reason for the change | Plain text | Yes, to publish | Up to 500 characters |
Each save is recorded in Settings → Audit log with the fields that changed.
How to configure it
- Leave the invoice wording unpublished to keep invoices exactly as they print today.
- Use the preview to check the wording and line layout before you save.
- Keep the footer short; it prints on every page of the invoice.
Who can see it
- Owners and office managers can view and change these options.
- Dispatchers and technicians cannot reach Settings at all.
The full role matrix is on Roles & permissions.