Documents & templates

Some documents the product produces — invoices, work-log reports, acceptance minutes — are built from your own Word template. Your letterhead, wording and layout stay yours; the product only fills the fields. This page explains the two screens an administrator uses: Document templates and Signature & stamp (both under Settings).

Document templates

1. Pick the document (for example “Acceptance minutes”) and download the starter template: a plain Word file that lists every field the document can fill.
2. Restyle it in Word. A field is written between double curly brackets, such as the document number or a party name. A repeated row (the lines of an invoice) is wrapped in a start and an end tag for the list.
3. Choose the file under Check a new template. The check runs in your browser: it tells you, field by field, what is not a field of this document and which required field is missing. Nothing is uploaded until you save.
4. Preview with sample data shows the document with made-up figures and a DRAFT watermark; Download a trial gives you the Word file to look at. Neither uses your real data.
5. Save as a new version keeps the file and makes it the active template. Older versions stay listed; you can make one active again.

Signature & stamp

The company's signature and stamp are pictures (PNG or JPEG, up to 500 KiB) kept encrypted with the payroll key. They are encrypted in your browser before they are sent, so the server and its database only hold scrambled data and cannot show or copy them — the same protection as payroll amounts. Because of that you must unlock the payroll key to open this page, and payroll security must have been set up first. Only the company owner can add or delete a picture.

A template can place them with two fields: the signature and the stamp. They are inserted into a document only after that document's approval request is approved (see Approvals inbox). Until then the same spots print “DRAFT — not approved”, so a document that nobody signed off can never carry the director's signature.

Good to know

• A document whose figures are encrypted (payroll data) is built in your browser and saved encrypted too; it can be opened again only by someone holding the payroll key.
• A file saved encrypted can be at most about 780 KB. A template with large pictures may not fit; use a smaller signature image.
• Document numbers (for invoices) are handed out by the system when a document is issued, never skipped and never reused.