Finance Document Templates: Create & Use
After reading this article you'll be able to save a complete quote, invoice, or delivery note — including due date, clerk, and layout — as a finance document template and apply it to new documents with a single click.
A finance document template is more than a collection of positions: it saves a complete quote, invoice, delivery note, or credit note as a preset — including line items, clerk, due date, and layout. This article is for caterers and event managers who don't want to set up recurring document types from scratch every time.
A finance document template is not a loose bundle of positions and not a PDF design — those are separate concepts. Only positions without header data? See Item Templates: Create & Insert. Only colors and logo? See How do I create layouts for financial documents?.
Create a finance document template
- Open Settings in the main navigation and select Templates in the sidebar.
- Click New Template in the top-right corner and, in the Documents & finance group, choose Finance document template.
- On the first step, "What is the template for?", pick the document type it applies to: Quote, Invoice, Delivery note, or Credit note.
- Enter a Template Name and, optionally, a Category and Description.
- Fill in the header fields that will later be applied automatically: Document name, Account manager, Valid for (days), Send reminders, Layout template, Global discount (%), and Show total only.
- Add the positions and sections you want under the line items — or click Insert positions from template to pull them in from an existing item template.
- Optionally, turn on an automation so that an event template is applied automatically once the document is accepted.
- Click Save — the template appears in the Templates Hub immediately.
Apply a template to a document
You apply a finance document template directly from the line-item editor of a finance document:
- Open a new or existing quote, invoice, or other finance document of the same type.
- Click Add from template below the positions table.
- In the Choose a template dialog, pick the finance document template you want.
- The positions are inserted into the document. At the same time, Univents fills in every header field that's still empty — document name, account manager, due date, reminders, layout, global discount, PDF settings — with the values from the template. Fields you've already filled in stay untouched.
Edit or delete a template
- Open Settings > Templates.
- Click the row with the Finance document template badge you want to change — the edit dialog opens with all saved values.
- Make your changes and click Save.
- To delete, click Delete in the dialog and confirm the "Really delete this template?" prompt with Delete again. Documents already created from it stay unchanged.
Template types compared
| Type | Contains | Where you create it |
|---|---|---|
| Item template | Only positions and sections | Settings > Templates, or directly from a document |
| Finance document template | Positions plus document type, account manager, due date, layout | Settings > Templates > New Template |
| Document template | An existing, fully filled-in document as a 1:1 clone preset | Directly on a finance document via Save as template |
| Layout template | Only the visual PDF design (colors, logo, sections) | Settings > Templates > New Template |
Don't confuse a finance document template with a Document template: a finance document template stores header data and positions as a preset that only fills empty fields when it's applied. A document template, on the other hand, is created from an already finished quote or invoice via Save as template and produces a full 1:1 copy of header and positions when you create a new document via New Document > Templates > Use. For details on item templates, see Item Templates: Create & Insert; for an overview of all template types, see Working with Templates in Univents.
Frequently asked questions
Does applying a finance document template overwrite data I've already entered? No. Inserting a template only fills header fields that are still empty. If you've already set, say, an account manager on the document, it stays as is.
Can I use a finance document template on any document type? No. A finance document template is tied to one document type (quote, invoice, delivery note, or credit note) and only shows up in the Choose a template dialog for documents of the same type.
What's the difference from the "Document template" created via "Save as template"? A document template is created from a finished finance document via Save as template and clones the whole document 1:1 the next time you create a New Document. A finance document template, on the other hand, is a deliberate preset you apply via Add from template — it only fills empty fields, it doesn't create a 1:1 copy.
Where do I find my saved finance document templates? Under Settings > Templates. Use the Finance document template filter chip to hide every other template type.