Creating Document Templates

Document templates let you standardise how the various document outputs across EventWorks look and what information they include. Your administrators can create separate templates for quotes, invoices, purchase orders, job sheets, and notes, plus configure header defaults for template-builder documents.

Note: This article covers the settings-managed templates used by quote, invoice, purchase order, job sheet, and note outputs. To create a free-form document on an event — by uploading a Word file, using the WYSIWYG editor, or building one in the template builder — see Generating Event Documents. The two systems are unrelated.

Getting There

Template settings are split across different parts of Settings:

Settings > Accounting > Quote templates
Settings > Accounting > Invoice templates
Settings > Accounting > Purchase order templates
Settings > Events > Job sheet templates
Settings > Other > Note templates
Settings > General > Document Defaults

Note: You need permission to edit settings to manage document templates and defaults.

Overview

Each template area has its own list screen where you can create, edit, and in some cases delete templates. The fields available depend on the template type, but most templates include branding, text content, and team-specific options.

Key Concepts

Template Families

EventWorks does not use one universal template screen for every document. Instead, you manage different template families separately:

Quote templates for quote PDFs
Invoice templates for invoices and credit notes
Purchase order templates for purchase order PDFs
Job sheet templates for job sheet layouts and sections
Note templates for reusable event notes

Document Defaults

Document defaults control the header settings used on new template-builder documents, including whether headers are enabled by default, which logo to use, and which header fields appear.

How To...

Create a Quote, Invoice, or Purchase Order Template

Go to the relevant template area in Settings.
Click Create template.
Enter a Name.
Add the branding and text fields you want to appear on the document, such as Address, Notes, Terms, Header, or Footer.
Upload a logo if that template should use a specific one.
If your account uses teams, choose the Team the template belongs to.
Click Save.

Create a Job Sheet Template

Go to Settings > Events > Job sheet templates.
Click Create template.
Enter a Name and upload a Logo if needed.
Select the sections that should appear on the job sheet.
Choose which Cost Types should be shown.
Set Display Media Size if your media section needs a different layout.
Click Save.

Create a Note Template

Go to Settings > Other > Note templates.
Click Create.
Enter a Title and select a note Type.
Add the note content in the editor.
If the note should appear on job sheets, enable Display on job sheet and choose the relevant Job sheet templates.
Click Save.

Update Document Header Defaults

Go to Settings > General > Document Defaults.
Turn Enable document headers by default on or off.
Choose the header Logo option.
Tick the header fields you want to include, such as Event Name, Event Date, or Account Name.
Click Save.

Settings & Configuration

Template management is available in Settings, so it is usually handled by an administrator.
Document Defaults affect new template-builder documents rather than older uploaded or WYSIWYG documents.
Some accounting templates include extra options depending on your account setup, such as active/inactive status or integration-specific fields.

Tips & Best Practices

Tip: Create separate templates when different teams or document audiences need different branding, notes, or layouts.

Tip: Review your header defaults before creating new template-builder documents so your team starts from the right logo and header fields.

Frequently Asked Questions

Q: Are quote, invoice, and purchase order templates managed together?

No. Each template type has its own settings page.

Q: Do document defaults change older documents automatically?

No. They are used as defaults for new template-builder documents. Existing documents can keep their own settings.

Q: Can I create job sheet templates and note templates in the same place?

No. Job sheet templates are under Settings > Events, while note templates are under Settings > Other.