PharmaSync
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KInvoice Templates allow you to create professional, formal invoices for B2B transactions, insurance claims, credit sales, and situations requiring detailed documentation. Unlike thermal receipts, invoices are A4-sized documents designed for printing or PDF export.
Navigate to Dashboard > Settings > Invoice Templates from the settings navigation tabs. The interface shows a configuration form on the left and a live A4 invoice preview on the right, updating in real-time as you make changes.
Toggle 'Display Logo' to show your business logo in the invoice header. Logo is pulled from Business Settings. Select logo position: Left (traditional, with business info on right), Center (modern, centered header), Right (unconventional). Choose logo size: Small (40px height), Medium (60px), Large (80px). A4 invoices can accommodate larger logos than thermal receipts.
Enter your pharmacy's Tax Registration Number or VAT Number in the provided field (e.g., P051234567A for Kenya). Toggle 'Display Tax Number' to show it prominently in the header near business name. This is legally required for VAT-registered businesses and essential for B2B invoices. Format depends on your country's tax authority requirements.
Select which business details to show in the header: Business Name (required, from Business Settings), Physical Address (full street address), Phone Number, Email Address, Website URL (if applicable), Tax/VAT Registration Number. Professional invoices should include comprehensive contact information for customer inquiries and regulatory compliance.
Configure the auto-generated invoice number format using placeholders: {PREFIX} - Custom text (e.g., 'INV', 'INVOICE'), {YYYY} - Four-digit year (e.g., 2025), {YY} - Two-digit year (e.g., 25), {MM} - Two-digit month (e.g., 01 for January), {####} - Sequential number with leading zeros. Example format: 'INV-{YYYY}-{####}' generates INV-2025-0001, INV-2025-0002, etc. Format applies to all new invoices.
Enter the starting sequential number for invoices (e.g., 1 for first invoice, or 1000 for starting at invoice #1000). System auto-increments from this number. If migrating from another system, set this to your next invoice number to maintain continuity. Once set, the counter auto-increments and cannot decrease (prevents duplicate invoice numbers).
Choose if/when invoice numbers reset: Never (continuous sequence across years - recommended for accounting), Annually (reset to starting number each year), Monthly (reset each month - for high-volume businesses). Most businesses use continuous sequences for better tracking and compliance. Reset options help organize invoices by period but require careful accounting system integration.
Fill in your business bank information: Bank Name (e.g., 'Kenya Commercial Bank'), Account Number (your business account number), Account Name (business name as registered with bank), Branch Name or Code (e.g., 'Westlands Branch' or 'Branch 123'), SWIFT/BIC Code (for international payments, if applicable). This information appears in the 'Payment Instructions' section for customers making bank transfers.
If you accept M-PESA or other mobile money payments, add: M-PESA Paybill Number or Till Number, Account Number (for Paybill, or leave blank for Till), Mobile Money Business Name. Provide alternative payment methods for customer convenience. This appears alongside bank details in payment instructions.
Enter custom payment instructions text (max 500 characters) with details like: Preferred payment methods (bank transfer, M-PESA, card), Payment reference format (quote invoice number), Processing timeframes (allow 2-3 days for bank transfers), Contact for payment queries. Clear instructions reduce payment delays and customer confusion.
Choose default payment terms from dropdown or enter custom text: 'Due on Receipt' (immediate payment), 'Net 7' (payment within 7 days), 'Net 15' (payment within 15 days), 'Net 30' (payment within 30 days, most common for B2B), 'Net 60', 'Net 90', 'Custom' (enter your own terms). These terms appear on the invoice and determine due date calculation.
Select how due dates are calculated based on payment terms: From Invoice Date (default, most common), From Delivery Date (for supply contracts), From End of Month (for monthly billing cycles). Example: If invoice date is Jan 15 and terms are 'Net 30', due date is Feb 14. Calendar icon shows calculated due date. Can override manually for specific invoices.
Enter late payment terms and penalties in the text field, such as: 'Late payment subject to 2% monthly interest charge', 'Overdue amounts accrue interest at 15% per annum', 'Accounts overdue by 60 days may be sent to collections'. This encourages timely payment and provides legal basis for penalties. Check local regulations for maximum allowed interest rates.
Choose header style: Split Layout (logo & business info on left, invoice details on right - traditional), Centered Layout (logo at top center, business info below - modern), Full-Width Header (logo and info spanning full width - spacious). Select what appears in the invoice details box: Invoice Number, Invoice Date, Due Date, Payment Terms, Customer Account Number (if applicable), Sales Representative.
Select columns to display in the itemized table: Item Description/Name (required), Batch Number, Quantity, Unit Price, Discount (if any), VAT/Tax Amount, Line Total. Toggle 'Show Item Numbers' for sequential numbering (1, 2, 3...). Enable 'Merge Description and Details' for compact layout. Configure column widths: Auto (equal distribution) or Custom (specify percentages).
Customize the totals section appearance: Show subtotal before tax, Display tax/VAT breakdown (itemized or single line), Show discount summary (if applicable), Highlight total amount due (bold, larger font, colored background). Choose footer content: Bank details and payment instructions, Terms and conditions text, Authorized signature space, QR code for digital invoice verification, 'Thank you for your business' message.
Choose primary color for invoice accents (header background, table headers, total amount background): Professional Blue (#2563EB, default - corporate, trustworthy), Dark Gray (#374151 - minimalist, professional), Green (#059669 - pharmacy/health theme), Purple (#7C3AED - modern, premium), Custom Color (enter hex code for brand colors). Use colors that match your logo and brand identity. Ensure sufficient contrast for readability.
Select fonts for different sections: Header Font (business name, invoice title): Inter, Roboto, Helvetica, Times New Roman, Body Font (item descriptions, details): Inter, Roboto, Open Sans, Arial, Numbers Font (prices, totals): Monospace (aligned decimals), Roboto (modern). Set font sizes: Header (18-24px), Body (11-12px), Totals (14-16px). Professional invoices use consistent, readable fonts.
Configure page layout: Page Margins: Standard (25mm all sides), Narrow (15mm), Wide (30mm), Custom, Section Spacing: Gap between header, customer info, items table, totals, footer (15-25px typical), Row Height in items table: Compact (30px), Standard (40px), Relaxed (50px), Table Padding: Space within table cells (8-12px). Proper spacing creates professional, readable invoices.
Admin Settings
Complete guide to all system settings
Admin Settings
Configure business logo and information for invoices
Admin Settings
Configure thermal receipt templates for POS sales
Sales & POS
View sales transactions and invoice history