How To Use Document Templates Feature



Accounting Documents are indispensable business tools, essential for recording transactions. Their primary function is to verify transactions and detail their value, whether they are invoices, purchase orders, etc. Therefore, companies and business owners focus on creating templates that reflect the company's spirit through lines, colors, logos, and so on.

At Wafeq, we offer ready-made templates for all accounting documents that you can use directly without customization. However, if you want to add your company's stamp and visual identity to the documents, here's where the importance of using "document templates" comes in.

You can create a new template or modify an existing one, then apply it directly to the relevant documents. In this guide, we walk you through each step in detail.

Document Templates

Document templates are used to customize the appearance of issued documents such as invoices, quotations, and credit notes. They allow users to control visible fields like the title, logo, details, and footer, with options to adjust colors, fonts, and margins to align with the company’s branding.

Managing Document Templates

Click on Document Templates from the main menu, then either select an existing template to edit or click Create document template to start a new one, A drop-down menu will reveal: Invoice - Price Quote - Credit Notice - Purchase Order

Next, choose the template type you wish to create—such as an invoice—to begin customizing it.

Choose the template type you want to create, and the document template editing page will appear.



Basic Template Settings

Template Name

• You can assign a unique name to your template (e.g., “Template 11”), which helps you distinguish it from other templates when using it later.

General Template Base Style

• This setting defines how data is displayed within the document.
• You can choose between the Default layout and the Bordered.

- The Bordered Style displays document content in both Arabic and English simultaneously, which aligns with the requirements of certain official entities in Saudi Arabia. - For this reason, as of October 8, 2025, the Bordered Tables style is automatically applied as the default template for invoices, quotes, and proforma invoices for newly created organizations in Saudi Arabia. - Organizations created before this update will not have the Bordered style applied by default. However, you can manually set it as the default from the Document Templates page.



Document Header Settings

Document Title

• According to tax authority guidelines, the title should clearly indicate the type of document, for example, "Tax Invoice."
• You can edit the title in both Arabic and English.

Title Font Size

• Adjust the font size of the title to make it appear larger or smaller based on your preferred layout.

Logo

• You can choose to show or hide the company logo, and control its size as a percentage of the header space.

Invoice Number

• Displayed on the document to uniquely identify each invoice.
• You may rename this field or hide it if needed.

Reference

• Used to link the invoice to internal notes or related transactions.
• The label can be customized or hidden.

Purchase Order

• Allows you to include a PO number associated with the invoice.
• This field’s label is also editable or optional to display.



Project

• This field is used when the invoice or document is linked to a specific project within the company.
• You can rename it or choose to hide it entirely.

Due Date

• An optional field that can be shown or hidden in the PDF version of the document when previewed or printed.
• It helps clearly communicate the final payment deadline to the client.



Line Items

Item label

• Displays the name of the product or service being sold.
• You can rename this field in Arabic and English based on your preference and choose whether to show or hide it in the final PDF.

Description label

• Provides additional details about the product or service.

Quantity label

• Specifies the number of units sold.
• You can rename this field in Arabic and English as needed, and choose to show or hide it in the PDF version when previewed or printed.

Price label

• Indicates the unit price of the item, which is essential for calculating the total amount.

Discount label

• Displays the discount percentage applied to the product or service.
• This field can also be shown or hidden in the final PDF.

Item Number

• An optional field that adds a serial number to each row in the item table.
• Useful when dealing with a large number of line items.



Margins

You can adjust the spacing between the document content and the page edges from all four sides:

• Top
• Bottom
• Right
• Left

These margins help ensure the document prints or displays in a clean and balanced layout.

Style

Text Color

• Control the color used for writing details within the document.
• You can choose any color that aligns with your brand identity.

Label Color

• Defines the color of section headings such as “Title,” “Customer,” and others.
• It's recommended to select a clear and distinctive color for better readability.

Font Size

• Text Font Size: Adjusts the size of standard information such as names and addresses.
• Label Font Size: Controls the size of headings within the table or main sections of the document.



Footer

Notes

A field used to add important instructions or messages that appear at the bottom of the invoice, such as:

• "Please transfer the amount to the following IBAN..."
• You can customize the label of the notes field in both Arabic and English.

Stamp Size (%)

• Controls the size of your company’s stamp displayed at the end of the document.
• You can increase or decrease the size based on your preferred layout.

Stamp Position

• Choose where the stamp appears:
• Either in its default position (above the notes)
• or after the notes, depending on your design preference.



After configuring your template, you can perform the following actions:

• Switch between Arabic and English: Preview how the template appears in both languages by clicking the “Arabic” or “English” button.
• Save: Save all changes made to the template.
• Preview: Review the template before finalizing or after making adjustments.
• Reset: Restore all settings to their default values.
• Delete: Remove the template entirely if it’s no longer needed.



Selecting a Template from Within the Document

Navigate to a document that matches the template type you wish to use, then click on the “Template” option and choose the template name from the dropdown list.

Once selected, the document will appear—When viewed or downloaded—in the format you’ve customized.