Creating and editing templates

Templates are standard layouts used for letters, emails and documents such as quotes, invoices and goods-out notes.

Brightpearl provides a selection of standard system templates to use, but you can copy, edit and create your own designs to fit with your company branding.

You'll find all your templates under Settings > Templates. There are four different kinds of templates.

  • Document templates include all your templates for printing and emailing. Select your default templates on each channel brand.
  • SMS templates are used in conjunction with Clickatell to create standard text messages.
  • Quicknote templates allow you to add standard notes in many different locations throughout Brightpearl, e.g. when adding notes to a customer or entering a reason for an inventory adjustment.
  • Label templates are used to generate product labels.

You'll need a template every time you create any of the following documents:

  • Quotes
  • Pro-forma invoices
  • Invoices
  • Goods-out notes
  • Statements
  • Emails
  • Purchase orders
  • Remittance advice

You can add as many templates as required for your needs. For example, you may be trading as different companies, drop-shipping on behalf of another company, or using multiple couriers which all use different paper layouts.

You can apply different branding to templates and select the default templates for a particular brand by using channel branding.

You can even select default templates per channel on your shipping methods.

Types of template

Go to Settings > Templates and select the type of template you wish to add. Click the pencil icon next to an existing template to edit it, or click "Add a new template" to create a new one.

Document templates

Document templates are comprised of the following sections:

Template Name

Name your template. When you email any document using this template the name is used to populate the email subject line.

You can include widgets to pull in data from the record, such as the quote reference, the invoice number or your company name.

Visual and HTML mode

You can easily switch templates between visual and HTML mode.

Visual mode lets you update the template based on how you'd like it to look, without having to know any code. It includes the WYSIWYG (what you see is what you get) tool bar to help you edit.

Everything you alter in visual mode updates the HTML.

To make more complicated and effective designs you'll require some HTML knowledge.

Product table configuration

If your template contains the _productTable_ widget, you can choose which columns to appear in your template. Learn more about customizing the product table here.

Copying existing templates

When you add a new template, you can easily begin from a standard template by selecting a pre-designed template from the drop down above the editor:


If you have another template you want to copy, you can:

  • Enter the template to be copied and switch to HTML mode
  • Copy the HTML of that template
  • Create the new template
  • Switch to HTML mode on the new template
  • Paste the copied HTML into the new template's HTML mode window

SMS templates

Learn more about SMS templates here.

Quicknote templates

Quicknotes provide a way to add notes to several different areas of Brightpearl, such as on customer timelines, when sending emails, or when adjusting inventory. The templates consist of the text you want to add to the box, but you are also able to use widgets to pull information in from the relevant source.

Label templates

Learn more about label templates here.


Widgets are used to pull information from a source and display it on the template. For example, the _orderRef_ widget, when used on an order template, will pull in the sales or purchase order number and display it on the document sent to the customer or vendor.

Widgets can also be used to pull custom field information into templates. 

See the full list of widgets here.

Tips for design

  • Keep your templates simple. The simpler they are, the more reliable and robust they'll be.
  • Use tables to lay things out.
  • Avoid complicated CSS, as the PDF generator may not be able to support it.
  • Always keep a backup copy of the HTML somewhere on your local hard drive. That way you can restore your old template if you need to.
  • Don't set any fixed widths if you can avoid it. For example, a fixed width of 1000px may render correctly in a web browser window, but when the PDF is generated the text may be cut off. Instead, use percentages to set widths.


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