Document templates and PDFs

Quote PDFs, credit note PDFs, packing slips, item cards, QR labels and report PDFs are made in your browser when you press the button, and download at once. Invoice PDFs are made on the server by FoxTrack's invoice service, both for Download PDF and when an invoice is emailed. All of them use the business details from Settings → General and the options under Settings → Documents. The logo is the one from Settings → General, unless a different document logo is uploaded under Settings → Documents → Branding.

Documents print the logo uploaded under Settings → General. Branding under Settings → Documents shows that logo, lets you upload a different one for documents only (the sidebar keeps the General logo), and has a switch to display it at the top of every document.

The Quotes card controls what the quote PDF shows: a Header note printed near the top, the Payment terms, a Footer note printed at the bottom (for a registration number, website or tagline), whether the cost breakdown (material cost, electricity, markup and margin detail) is printed on the PDF you download, and whether a tax row appears in the totals when tax applies. The cost breakdown is for your own copy: anyone you hand that PDF to sees it, and a quote you email to the customer never includes it. The filament and inventory under each line are always listed by name; their per-unit quantities (grams, pieces) print only when the cost breakdown is on, so a customer copy names the material without the amounts.

Invoice defaults apply to every new invoice and can be overridden on each one:

• The invoice language.
• Whether tax applies to invoices (Apply tax to invoices), the tax label and your tax number.
• Whether tax is calculated on the post-discount subtotal.
• Whether tax also applies to shipping. It is off by default; turn it on if your tax rules charge tax on shipping, as EU and UK VAT does.
• The payment term (Payment due): how many days after its date a new invoice is due, 30 unless you change it. It is also used when a quote becomes an invoice.
• The default notes and terms & conditions text.

The terms box has language tabs: All languages is the text for every invoice, and a language tab gives invoices in that language their own terms instead. An invoice that never had its own terms prints the workspace default for its language; clearing the terms box on an invoice prints none for that invoice.

The rate itself is not on this card: the one default rate for new quotes and invoices is the Tax rate card under Settings → Quoting and tax.

Invoice labels (Settings → Documents) let you rename any fixed label on the invoice (Invoice, Bill To, Ship To, Date, Due date, PO number, the column headers, Subtotal, Discount, Shipping, Total, Amount paid, Balance, Notes, Terms) once, for the whole workspace; every new invoice then uses your names, so nothing has to be retyped per invoice. The card has one tab per invoice language plus All languages. Names on a language tab print only on invoices in that language (and include a Tax label for that language, so Dutch invoices can say BTW while English ones say VAT); names under All languages print on every invoice unless the language tab has its own. Leave a field blank to keep what is shown in gray, which is the built-in translation for that language. Save with the Save button at the foot of the card. The language selector on an individual invoice picks which tab applies; that invoice's own label edits win over both.

Invoice email sets the default Subject, Greeting, Body and Sign-off for the email that delivers an invoice. Leave a field blank to use the default shown in gray. The card lists the tokens the words can use, such as {{customer_first_name}}, {{invoice_number}}, {{total}}, {{amount_due}} and {{due_date}}, and What the customer gets (example values) shows the email as the customer will read it, with made-up values in your money and date format. Reset to default clears all four fields back to the defaults; press Save to keep that.

Under Recipients it sets the Reply-to address (your business email when blank), CC and BCC addresses, and BCC myself a copy. Those reply-to, CC and BCC defaults are used for quote, reminder and credit note emails too. The send dialog shows them for each email. An owner or admin can change the words and add addresses for that one email; clearing a field there keeps the saved defaults. A member sends the saved words and addresses as they are.

The Quote, receipt, reminder and credit note emails card sets the words for every customer email except the invoice email, which has its own card (see Invoice email). It has one tab per email, each with Subject, Greeting, Body and Sign-off.

• Quote: the email that sends a quote.
• Receipt: what an invoice email says instead when the invoice is already paid in full. It carries no Pay button.
• Reminder: the payment reminder, sent by hand or automatically. This tab also shows the footer an automatic reminder gets.
• Credit note: the email that sends a credit note. Its default says what the credit changes (what the customer now owes, that they owe nothing, or that a refund is on its way), chosen for each credit note when it is sent; {{reason}} adds the credit note's reason and {{amount_due}} what is still owed after it.

Leave a field blank to use the default shown in gray; Reset to default puts a tab back. Each tab lists the tokens it can use, such as {{customer_first_name}} or {{quote_number}}, and shows a live preview with example values. The line saying the document is attached is always added after the body.

The send dialog starts from these words. An owner or admin can still change them each time; a member sends them as they are. Owners and admins save the card with Save changes.

Every email FoxTrack sends to a customer for you (invoices, receipts, reminders, quotes and credit notes) has the same frame around your words.

At the top are your logo (the document logo, else the one under General, when Show logo is on) and your shop name. Under the sign-off comes a contact line with your shop name, address, email and phone, following the Invoice display switches. The footer reads Sent by (your shop) using FoxTrack, says who replies go to (your saved Reply-to, else your business email), and says your shop never asks for a password or a card number by email. An automatic reminder says it was sent automatically. Under a Pay button, a line names the payment site the button opens.

On the Farm plan with a brand name saved under White labeling, the footer leaves out using FoxTrack. Quote and credit note emails write money in your workspace number format, like their PDFs; invoice, receipt and reminder emails write it the way the invoice PDF does.

Settings → Documents has two more cards, both for owners and admins. Online payment holds your Payment link (a Stripe Payment Link, PayPal.me or similar), shown to customers in invoice and reminder emails and on the invoice PDF when money is due. Payment reminders turns on automatic reminder emails for overdue invoices and sets when they go out. The invoices topic explains both in full (Letting customers pay online, and Payment reminders).

Emails you send to customers from FoxTrack (invoices, reminders, quotes and credit notes) are limited to 100 an hour and 300 a day per workspace, so a stolen account cannot use FoxTrack to mail thousands of people. Past that, sending pauses and the message says to try again later. CC and BCC addresses typed in a send dialog must be complete email addresses, at most 10 of each. A mistyped address stops the send, and the dialog says which field to fix.

Invoice display switches parts of the invoice template on or off: the Bill To block, the PO number field, your phone, your email, your address, and the customer number (it prints last in the Bill To block, named in the invoice's language). The renderer decides the bold item name, page numbering and the header on a second page, and FoxTrack cannot change them.

A quote or invoice goes out in its own language if it has one, else the customer's, else the shop's. Only the fixed words are translated; what you typed goes out as you typed it.

The Language under Settings → Documents is the language your customers see. Invoices, credit notes and packing slips use it, and new quotes start in it. An invoice also has its own language selector (Workspace default or a specific language). A quote has its own selector too, with the five languages only.

A customer can have a language of their own (Language on the customer's record; Shop language means the one under Settings → Documents). A new quote or invoice for that customer starts in it, and so do the emails that send them. A saved quote or invoice keeps its language when the customer's changes later.

A packing slip or customer item card printed from an order's own fulfillment page uses the order's invoice language if it has an invoice, then the customer's, then the shop's. Item cards printed from the Fulfillment queue use the workspace language.

The language translates the fixed labels, the invoice line-item column headers, and the default words and fixed lines of the email that sends the document. Descriptions, notes, terms and email words you typed yourself go out exactly as you typed them.