Step-by-step guide
Document templates and terms
Create reusable note and terms templates for estimates, invoices, purchase orders, and pro forma invoices.
How to do this in CashyNest
Standardize notes and terms for estimates, invoices, purchase orders, and pro forma invoice print views using reusable templates.
Create document templates
Menu path: Sidebar > Settings > Document Templates
Route:/:organizationId/settings/documents
- Choose the document type: estimate, invoice, purchase order, or pro forma.
- Create a paragraph template for prose or a bullet template for structured terms.
- Name templates clearly so users can select the correct wording quickly.
Expected result: Reusable note and terms content is available for customer-facing and vendor-facing documents.
Set defaults by document type
Menu path: Sidebar > Settings > Document Templates
Route:/:organizationId/settings/documents
- Mark the most commonly used template as default for each document type.
- Keep special-case wording available but avoid making it the default.
- Open a new document to verify the default wording is applied.
Expected result: New documents start with approved language and reduce manual retyping.
Review printed output
Menu path: Document print view
Route:/:organizationId/sales/estimates/:estimateId/print, /:organizationId/sales/invoices/:invoiceId/print, /:organizationId/expenses/purchase-orders/:purchaseOrderId/print
- Preview the print layout after selecting or changing a template.
- Check bullet spacing, paragraph wrapping, and duplicated terms.
- Update the template centrally when business terms change.
Expected result: External documents carry consistent, readable notes and terms.
Outcome to achieve
- Standardize customer-facing notes and commercial terms across document types.
- Use paragraph and bullet-point templates without retyping wording on every document.
- Set one default template per document type so teams start from approved language.
Step-by-step setup
Plan template categories
Decide which wording should be reusable before creating templates.
- Separate estimate terms, invoice payment terms, PO vendor terms, and pro forma notes.
- Keep legal-heavy wording reviewed by your internal adviser.
- Avoid one large generic template that does not fit all documents.
Create templates in settings
Use document customization settings to create templates by document type.
- Choose the document type: estimate, invoice, purchase order, or pro forma.
- Choose paragraph content for prose or bullet content for structured terms.
- Name templates clearly so users can choose the right one quickly.
Set defaults
Mark the most common wording as default for each document type.
- Review the default after saving and opening a new document.
- Keep special-case templates available but not default.
- Update templates when payment, delivery, or validity terms change.
Review output
Preview the print document before sending it to customers or vendors.
- Check spacing, bullet formatting, and line breaks.
- Confirm terms are not duplicated from manual notes.
- Use consistent templates across branches or teams where applicable.
Best practices
- Use short, direct terms that customers and vendors can understand.
- Maintain separate templates for sales and procurement documents.
- Review default wording quarterly or after policy changes.
Common mistakes to avoid
- Using outdated payment terms after a policy change.
- Putting legally sensitive commitments into templates without review.
- Allowing every user to create duplicate versions of the same wording.
Reports to watch
- Document Print Preview: verify wording before sharing externally.
- Approval Flow: use approvals for documents with non-standard terms.
- Audit Trail: review who changed commercial terms where available.