Set up your document templates

Create and manage document templates for invoices, estimates, confirmations, traveller sheets, and more in Phasio

Phasio lets you customise every document your business sends — invoices, estimates, order confirmations, traveller sheets, and more. Each template is stored per language so documents are automatically delivered in your customer's preferred language.

Template types

Type	When it's used
Order Invoice	Sent after payment is received
Order Estimate	Sent when a quote is generated
Order Confirmation	Sent when the customer accepts a quote
Traveller Sheet	Internal production tracking sheet per batch group
Certificate of Conformity	Quality certificate attached to an order
Consignment Label	Shipping label — requires a label size
Custom Document	Any free-form document you can name and attach to an order
Group Traveller	Custom production sheet per batch group
Order Traveller	Custom production sheet per order

Add a new template

Navigate to Organisation from the main sidebar, and select Templates.
Click + to open the new template dialog.
Select the document type.
Select the language for this template.
For Consignment Label, select the label size:
- 2" × 1" — 50.8 × 25.4 mm
- 2" × 3" — 50.8 × 76.2 mm
- 3" × 4" — 76.2 × 101.6 mm
- 4" × 6" — 101.6 × 152.4 mm (default)
- 70 × 24 mm
For Custom Document, Group Traveller, and Order Traveller, enter a name and optionally a custom page width and height in millimetres.
Click Create. The template opens pre-filled with Phasio's default layout.

👉 Your new template is ready to edit.

Edit a template

Navigate to Organisation from the main sidebar, and select Templates.
Select the document type and language.
Make your changes using the editor:
- Visual tab — click-to-edit formatting with a toolbar (bold, headings, tables, links).
- Source tab — edit the HTML directly with syntax highlighting.
Use the Variables button to insert dynamic fields like order number, customer name, or pricing.
Check the Preview panel on the right to see how the document will look with sample data.
Click Save to apply your changes.

⚠️ Changes are not saved automatically. Click Save before navigating away.

Language support

Each template can have a separate version for each language. When generating a document, Phasio picks the version matching the customer's language and falls back to English if no match is found.

Supported languages: English, German, Greek, French, Dutch, Slovenian, Danish, Turkish, Polish, Spanish, Bulgarian, Italian, Ukrainian, Russian.

💡 Start with an English template, then add other languages as needed.

Customising your template

To copy a ready-to-use starter layout for any template type, see Template starters.

To learn how to add variables, show or hide fields, create page headers and footers, or use an AI assistant to write templates for you, see the Template editor writing guide.