Invoice templates and formatting

Quick answer

Invoice templates control the appearance and content of PDFs and emails you send to clients. Edit the PDF template (layout and wording) and email template (subject line and body) under Settings & Apps > Billing > Invoice templates. Manage seller profiles, numbering, and line grouping under the Setup and Settings tabs.

Who can do this

• Company Owners and Company Admins can edit all invoice templates and settings.
• The Billing feature must be enabled for your company.

The two invoice template types

Uku uses two types of invoice templates, both editable from Settings & Apps > Billing > Invoice templates:

• PDF template — defines the layout, wording, and structure of the invoice PDF that gets attached when you send an invoice to a client. This is the document your client receives.
• Email template — defines the subject line and body text of the email that accompanies the PDF. You can insert dynamic placeholders that get filled in automatically when the invoice is sent.

There are also three debt reminder email templates (Debt reminder 1, 2, 3) used for automated overdue payment follow-ups.

Editing templates

1. Open Settings & Apps and select the Billing app.
2. Click the Invoice templates tab.
3. Click a template row or use the edit action to open the template editor.

The template editor is a rich text editor with formatting options (headings, bold, italic, lists, links, images). For email templates, insert dynamic placeholders using the curly-braces button — these tokens are replaced with real values when the invoice is sent.

Supported placeholders in email templates

• {{client_name}} — client company name
• {{contact_name}} — contact first name
• {{invoice_number}} — automatically assigned invoice number
• {{period_name}} — billing period (for example, “August 2025”)
• {{client_primary_user}} — name of the assigned team member
• {{invoice_total}} — total amount including tax

Multi-language support

Templates support multiple languages. Use the language tabs at the top of the editor to provide translations. Uku sends the invoice in the language matching the client’s locale setting. If no translation exists for that language, it falls back to your company’s default language. See How to send an invoice in the client’s language.

Test email

Click Send test email in the editor to preview the final result before saving.

Invoice seller profiles

The invoice seller profile defines the company information printed on the PDF — name, address, registration number, VAT number, bank details, and logo.

To manage seller profiles:

1. Go to Settings & Apps > Billing > Setup.
2. Scroll to the Invoice sellers section.
3. Click Add to create a new profile, or click an existing one to edit it.

Each seller profile includes:

• Company name and Address
• Company number and Tax number (VAT)
• Bank name and IBAN (up to two bank accounts)
• Logo — upload an image file (maximum 300 × 300 px). The logo appears in the header of the generated PDF.

You can create multiple seller profiles if your company invoices under different entities or brands. Seller profiles can be archived and restored as needed.

PDF line grouping

PDF line grouping controls how invoice rows are displayed on the PDF. Configure it in Settings & Apps > Billing > Settings.

• Show all (default) — every individual line item appears separately.
• Group by description — rows with the same description (case-insensitive) and the same tax rate are merged into one line.
• Group by article — rows with the same product/article code and the same tax rate are merged.

When grouping is enabled, choose a grouped format:

• Show quantity — the merged row shows the summed quantity, a weighted average unit price, and the net total.
• Show total — only the description and net total are shown; quantity and unit price are hidden.

This setting can also be overridden per client in the client’s contract Settings tab.

Invoice numbering

Configure invoice number formatting in Settings & Apps > Billing > Settings under Default configuration:

• Invoice number prefix — text added before the auto-generated number (for example, “INV-” produces “INV-001”).
• Invoice number suffix — text added after the number (for example, “-2026” produces “001-2026”).
• Credit note prefix — separate prefix for credit notes (default: “CN-”).

How the PDF is assembled

When you send or download an invoice, Uku assembles the PDF by combining:

1. Invoice seller profile — company info, bank details, and logo in the header.
2. PDF template — layout structure and any custom wording.
3. Invoice data — client details, line items, totals, tax, and dates.
4. PDF settings — line grouping rules and display format.
5. Numbering format — prefix + auto-number + suffix.

The email template is used separately when sending the invoice — it wraps around the PDF attachment with the subject and body you defined.

Troubleshooting

The invoice PDF is missing my company logo

Check that a logo has been uploaded to the active seller profile in Settings & Apps > Billing > Setup > Invoice sellers. The logo must be an image file, maximum 300 × 300 px.

Invoice emails are not using the correct language

Check the client’s locale setting in their profile. Uku sends the invoice template in the language matching the client’s locale. If no template exists for that language, it falls back to your company’s default language. Add the missing language translation in the template editor.

Placeholders are showing as literal text instead of values

Check that you are using the exact placeholder syntax with double curly braces: {{client_name}} not %client_name% or ##client_name##. Send a test email from the editor to verify the output before saving.