Document Templates

Document Templates control how your Estimates, Change Orders, Work Orders, and Invoices look when you generate a PDF. Each template starts with a complete layout. Your account, customer, and Job details fill in automatically when the document is created.

Templates can be built two ways:

• Guided setup. Choose a document type, turn sections on or off, and preview the layout before saving.
• Canvas editor. Build or adjust the layout yourself by placing and resizing fields on the page.

Finding Document Templates

1. Select My Account in the left-hand menu.
2. Select the Custom Fields tab.
3. In the Select Category dropdown,  select Document Templates.

The Document Templates list shows every template in your account:

• Template. The template name. A Default badge appears next to the default template for each document type.
• Type. Estimate, Change Order, Work Order, or Invoice.
• Status. Active templates are available when generating a PDF.

Each row has three actions on the right:

• Duplicate. The copy icon creates a copy of the template.
• Edit. The pencil icon opens the template for editing.
• Delete. The trash icon deletes the template.

Creating a template with the guided setup

Select New Template to open the New Document Template modal. The guided setup has three steps, shown across the top of the modal.

Step 1: Choose a document

Select the type of document the template is for:

• Estimate. Presents the scope of work and pricing for your customer.
• Change Order. Explains a change in scope and its price.
• Work Order. Gives your crew the scope, materials, and item notes. Pricing is excluded; quantities are optional.
• Invoice. Bills your customer with invoice totals and the remaining balance.

Enter a Template name, then select Next.

Step 2: Customize sections

The title, account details, customer, project, and line-item table are already included in every template. On this step, choose what else appears.

• Heading color. Select to set the color of the headings in this document. Colors may be edited in the editor.
• Include company logo. Adds your company logo from your Account Settings to the document.
• Include the job's scope of work. Adds the Job's scope of work.
• Include the estimate note. Adds the note from the Estimate.
• Add terms and conditions page. Adds your default company terms from your Account Settings on additional pages after the document.

Select Next to continue, or Back to return to the previous step.

Step 3: Review and save

The Layout preview shows the template filled in with example values. Actual details come from the document and its Job when the PDF is generated.

On the left of the preview:

• Use as the default template. Makes this the default template for its document type. The default template is selected automatically when you generate a PDF.
• Active. Turned on by default. Only active templates are available when generating a PDF.

To make changes to the layout itself, select Switch to the canvas editor.

Select Save Template when finished. The template appears in the Document Templates list.

Using the canvas editor

The canvas editor lets you place, move, and resize every field on the page. Open it by selecting Build from scratch on Step 1, Switch to canvas editor on Step 3, or by editing an existing template.

At the top of the canvas editor:

• Template name. The name shown in the Document Templates list and the PDF template dropdown.
• Document type. Estimate, Change Order, Work Order, or Invoice.
• Default. Makes this the default template for its document type.
• Active. Makes the template available when generating a PDF.
• Page size. The paper size of the document.
• Add page. Adds another page to the template.
• Add terms and conditions page. Adds your default company terms from your Account Settings after the document.
• Place totals directly after line items. Positions the totals immediately below the line-item table.

Adding content

The Add Content panel on the left adds fields to the page.

• Add variable. Select a Workglue variable from the dropdown, such as Job name, then select Add variable. Variables fill in with real details when the PDF is generated.

• Add text. Adds a text box for fixed wording that appears on every document.

• Add company logo. Adds your company logo.

• Add line-item table. Adds the table of line items.

Arranging fields on the page

The Page canvas in the center shows the layout of the document.

• Drag a field to move it on the page.
• Use the corner handle to resize it.
• Turn on Replace values with examples to see the layout with sample details instead of variables.

Select a field on the canvas to edit its position, size, and formatting in the Field properties panel on the right.

Select Save Template when finished.

Using templates when generating a PDF

Once saved and active, templates appear in the PDF template dropdown when you select Generate PDF:

• On the Original Estimate or a Change Order.
• From the three-dot menu on an Invoice.

The Workglue Default Template is always available alongside your own templates. For more information, see Job finances.