Customising invoice formats allows businesses to display branding, payment instructions and document status directly on invoices, making them easier for customers to recognise, process and store. Most accounting software includes built-in options to add a company logo, print payment terms and apply labels such as “Original”, “Duplicate” or “Office Copy” without modifying invoice templates or using external design tools.
To customise an invoice format, open the invoice print or document settings in your accounting software and enable options for logo printing, payment terms and copy labels or watermarks.
These settings help maintain consistent branding, clarify payment expectations and distinguish between different invoice copies used for customers, accounts teams or internal records.
What are the steps businesses can follow?
Businesses can create a custom invoice format by configuring logo settings, payment terms, watermark labels and print layouts directly within their accounting software.
Step 1: Add a company logo to the invoice
Most invoicing software allows businesses to place their logo in the invoice header section so invoices appear branded and professionally formatted.
Follow these steps:
- Open the accounting or billing software
- Go to company settings or print configuration
- Locate the option related to invoice branding or logo printing
- Enable the “Print Logo” or similar setting
- Browse and select the logo file from your system
- Save the configuration
- Open an invoice preview to confirm the logo placement
Things to check if the logo does not appear
- Confirm the image file format is supported
- Ensure the file path is correct
- Check whether the image file has been moved or renamed
- Verify the image resolution is clear enough for printing
A stretched or pixelated logo can make invoices look unprofessional, so preview the layout carefully before finalising.
Step 2: Add payment terms to the invoice
Payment terms specify due dates, credit periods, penalties or other billing conditions directly on the invoice so customers can clearly understand payment expectations.
Examples include:
- Payment is due within 15 days
- No cash refunds
- Late fees are applicable after the due date
- An advance payment is required for new customers
Follow these steps:
- Open invoice or voucher settings
- Go to print configuration or invoice layout settings
- Enable the narration, notes or remarks section
- Enter the payment terms manually or configure default text
- Save the settings
Some systems also allow businesses to:
- Set customer-specific payment terms
- Apply default terms to all invoices
- Create separate templates for different invoice types
This helps maintain invoice consistency while reducing manual entry.
Step 3: Add a watermark or copy label
Watermarks and copy labels identify different invoice versions used for customers, transport teams or internal departments.
Common labels include:
- Original
- Duplicate
- Triplicate
- Office Copy
Follow these steps:
- Open the invoice print settings
- Locate the “Number of Copies” or “Copy Configuration” section
- Select how many invoice copies need to be printed
- Enable copy labels or watermark settings
- Save and preview the invoice
Many systems automatically apply labels such as “Original” and “Duplicate” based on the number of selected copies. Some advanced solutions also allow custom watermark text for internal workflows.
Step 4: Preview the invoice before printing
Previewing the invoice helps identify formatting or alignment issues before sharing it with customers.
Check the following:
- Logo placement: Ensure the logo is properly aligned and clear.
- Payment terms visibility: Confirm the terms are readable and positioned correctly near the footer or remarks section.
- Watermark accuracy: Review each invoice copy and ensure the labels change correctly.
- Tax details: Check Goods and Services Tax Identification Number (GSTIN), Harmonised System of Nomenclature (HSN)/Services Accounting Code (SAC) codes, invoice numbers and tax amounts to ensure nothing shifts due to layout adjustments.
- Page alignment: Ensure no text overlaps or gets cut off during printing.
What are the common invoice customisation mistakes to avoid
Businesses should avoid invoice customisation mistakes that affect readability, branding consistency or payment clarity, as these issues can create confusion for customers and lead to printing or processing errors.
Common mistakes include:
- Using unsupported image formats: Some systems may not support certain image formats or very high-resolution logo files, which can prevent the logo from appearing correctly on invoices.
- Overcrowding the layout: Too much text, oversized logos or excessive notes can make invoices difficult to read and diminish the document's professional appearance.
- Missing payment instructions: Customers may delay payments if due dates, bank details or payment terms are unclear or missing from the invoice.
- Ignoring print preview: Formatting issues often appear only during printing or PDF export, so failing to preview the invoice can result in alignment or visibility problems.
- Using inconsistent templates: Different invoice formats across departments can create confusion and weaken brand consistency across customer communications.
Conclusion
A well-customised invoice does more than improve appearance. It helps businesses communicate payment terms clearly, maintain consistent branding and reduce errors during printing, sharing and record-keeping.
Configuring elements such as logos, payment instructions and copy labels correctly can make invoices easier for customers to understand and process while supporting a more organised invoicing workflow internally.
Businesses should also review invoice layouts regularly to ensure formatting, tax details and payment information remain accurate across all invoice types. For companies looking to simplify invoice configuration, automate document management and maintain consistency across accounting processes, solutions such as TallyPrime can help streamline invoicing and business operations.
