How to Design a Sales Invoice from Scratch Without Using Templates

Explanation of Invoice Design in Qoyod

Introduction

In Qoyod, you can design the invoice form in a way that suits your business, either through:

• Using one of the ready-made templates and modifying it
• Or designing a new invoice completely from scratch

This includes:

• Adding your business logo
• Adding customer data
• Adding invoice data
• Formatting the products table
• Adding totals
• Adding terms and conditions
• Adding QR code
• Adding business data at the bottom of the invoice

All of this is done through the invoice designer in the system settings.

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First: Prepare Business Data Before Starting Design

Before designing the invoice, you must first ensure that your basic business data is added correctly, as the designer automatically pulls much of this data.

Path

Settings → General Settings

Data to Verify

Inside General Settings, make sure you have the following data:

• Business logo
• Business name
• Email
• Phone number
• Business address
• Currency
• Tax number

Important Notes

• This data is automatically used inside the invoice design
• If it is not added or is incorrect, the invoice will appear incomplete or with inaccurate data

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Second: Adjust General Print Settings

Before entering the invoice design, it is preferable to review the general print settings as they affect the spacing that appears when printing the invoice.

Path

Settings → General Print Settings

What Can Be Adjusted Here?

You can control:

• Top margin spacing: The distance from the top of the page
• Bottom margin spacing: The distance at the bottom of the page
• Allowed printing statuses (Draft, Pending Approval, Approved/Unused, Paid/Used, Partially Paid/Partially Used, Cancelled, Invoiced)

Example

You can reduce the top and bottom spacing like:

• 20 from the top
• 15 from the bottom

According to what looks appropriate during preview and printing

Why Is This Step Important?

Because the design may look good inside the designer, but when actually printing, large gaps or inappropriate positioning appear due to margin settings.

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Third: Add Default Notes, Terms and Conditions

You can make invoices always display the same terms and notes automatically.

Path

Settings, then General Settings, then Sales Invoice Settings or Price Quote Settings or Purchase Order Settings, then fill in the Terms and Conditions or Notes field

What Can Be Written Here?

You can enter:

• Return and exchange policy
• IBAN number
• Payment terms
• Any fixed notes you want to appear in every invoice

How Does It Work?

• What you enter here appears automatically in the invoices
• And when creating a specific invoice, you can:
  • Delete these notes
  • Or edit them
  • Or change them per customer

Why Is This Important?

So the user doesn’t have to type the same terms in every invoice manually.

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Fourth: Entering the Invoice Designer

Path

Settings, then General Settings, then Document Settings such as Sales Invoice Settings, then → Invoice Designer at the bottom of the page

When you open the designer, a blank page or ready template will appear depending on your choice.

What Does the Designer Allow?

The designer allows:

• Designing a new page from scratch
• Or selecting a ready template and modifying it
• Adding tables
• Adding images
• Inserting dynamic data from the system
• Controlling colors
• Controlling alignment
• Controlling page size
• Selecting the language
• Previewing and printing the page

Available Page Sizes

You can choose:

• A4
• A5
• 80mm

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Fifth: The Difference Between Using a Ready Template or Designing from Scratch

First Option: Using a Ready Template

You can select one of the existing templates, then:

• Change colors
• Delete some details
• Add other details
• Change the order of elements

Example

If the template displays the business email and you don’t want that:

• You can delete the email from the template

And if you want to add an invoice title or business address:

• You can enter it within the visible data

Second Option: Designing an Invoice from Scratch

This option is better if your business wants a very specific design or a particular data layout.

And we will explain how to design an invoice from scratch.

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Sixth: Starting to Design the Invoice from Scratch

When designing from scratch, you work with the designer almost like Word or Excel.

How It Works

• You press Enter to move between lines
• You add tables
• You adjust their width
• You write headings
• You link fields to system data

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Seventh: Designing the Invoice Header

The invoice header usually contains:

• Invoice title (Tax Invoice, Sales Tax Invoice, etc.)
• Business logo
• Business name
• Business address
• Business tax number

Steps

1) Adding a Table

From the Table menu:

• Click on tables and select the number of columns and rows and add for example a table consisting of two columns

2) Adjusting Table Width

• You can click on the table with the mouse and control its size by dragging from the table corners or open the table properties by right-clicking and then table properties
• Change the width from 100% to a smaller size
• Set the alignment to center, right, or left through the “Alignment” field in the table properties.

3) Adding the Logo

You can add the logo inside the table or outside it, and there are two ways:

• Insert the logo as an image by opening the images saved on your device and then right-clicking and then copying and pasting it in the designer.
• Or use the logo field by clicking on (…) in the toolbar and then clicking on the “Business” option and selecting “Logo”.

Note that inserting the logo as an image gives greater control over the size and stability within the design, so after adding the logo as an image, you can click the mouse on the logo and then resize it by dragging from the corners.

3) Adding Business Data in the Table:

In the table you can type text “Tax Number” and then add the code next to it, and by clicking on (…) next to the toolbar and then select Business and then select Tax Number, and also for the address, phone number, and any business data. You can also manually type any data you want.

3) Writing the Invoice Title

You can write:
Tax Sales Invoice

Then:

• Center the text (by selecting the text and then from the toolbar choose alignment)
• Increase the font size (by selecting the text and then from the Format menu select font sizes)
• And you can change the font color (by selecting the text and then from the toolbar you will find the letter “A” and a color below it, click on it and select the color.

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Eighth: Removing Header Table Borders

After finishing the business data and logo:

• Open the table properties from the right button
• Then change “Border width” to zero
• Then save

Result

Will show:

• Business data
• Logo

Without showing table lines, making the design look cleaner and more professional.

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Ninth: Adding a Separator Between Invoice Header and Other Data

After finishing the invoice header, you can add a horizontal line to separate the title from the following data.

Steps

From Insert
→ Select Horizontal Line

Benefit

This gives the invoice clearer organization and visually separates sections.

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Tenth: Adding Customer Data and Invoice Data

This is a very important part because many basic pieces of information appear here.

Steps

1) Adding a New Table

Add a table containing approximately:

• 4 rows
• 3 or 4 columns

2) Adjusting Table Width

• Change the width to 96% or as appropriate for you
• And set the alignment to center

3) Entering Customer Section Title

Such as:
Bill To

This refers to the party or customer to whom the invoice was issued.

4) Adding Customer Data

You can insert:

• Customer name
• Primary phone
• Tax number
• Billing address

And this data is pulled from (…) next to the toolbar and then Party.

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Eleventh: Adding Detailed Invoice Data

You can add within the same table or next to it information specific to the invoice, such as:

• Invoice number
• Reference
• Location
• Seller name
• Issue date
• Due date
• Delivery date

Source of This Data

• It is pulled from (…) next to the toolbar and then Document Details
• Or from Additional Fields if they exist

Very Important

If there is more than one branch, adding the Location inside the invoice is very useful.

And if the business wants to show the employee or seller name, you must use an additional field for this purpose.

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Twelfth: Using Additional Fields Within the Design

This is a smart point and not superficial.

If the customer wants to display non-standard data inside the invoice, such as:

• Seller name
• Sales representative number
• Any activity-specific field

Then it can be created from the Additional Fields.

Path

Settings → Additional Fields

Then these fields are linked within the invoice design by clicking on (…) next to the toolbar and then selecting additional fields.

Benefit

This allows customizing the invoice according to the business needs, instead of just using the fixed fields.

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Thirteenth: Formatting Field Titles

After inserting the data, format the titles such as:

• Bill To
• Invoice Number
• Issue Date
• Due Date

Suggested Formatting

• Make the text bold
• Use a consistent color
• Usually a blue color or a color close to the business identity

Goal

Distinguish the title from the value, so reading is easier within the invoice.

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Fourteenth: Removing Customer and Invoice Data Table Borders

Just like with the header table, you can remove the table borders:

• Open the table properties
• Set border width = zero
• Save

Result

The data appears in an organized and clean manner without visible lines around it.

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Fifteenth: Adding Products Table

This is the most important part of the invoice.

What Preferably Should Be Shown in the Table?

• Product
• Quantity
• Unit Price
• Discount
• Tax
• Tax Value
• Total After Tax

Steps

1) Add a Table

Preferably:

• 6 or 7 columns
• Two rows

The first row:

• For column headers

The second row:

• For system-linked data that is added by clicking on (…) next to the toolbar and then “Product Details”

And it will expand automatically according to the number of products in the invoice.

2) Adjusting Table Width

• Set the size to 90% or 96% or whatever suits you
• Alignment in the center
• You can control the width, length, and area of each cell through the table corners.

3) Writing Column Headers

Such as:

• Product
• Quantity
• Unit Price
• Discount
• Tax
• Tax Value
• Total After Tax

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Sixteenth: Adjusting Column Width According to Data Type

This is a very practical point.

How Are Columns Distributed?

• The Product column is larger than others because it may contain:
  • Product name
  • Product description
• The Quantity column is small
• Unit Price is small
• Discount is small
• Tax is small
• Tax Value is small
• Total is small or medium

Reason

Because numeric columns don’t need much space, while product name and description need more space.

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Seventeenth: Formatting the Products Table Header

The table header should be clear and distinctive.

Suggested Formatting

• Select only the top row
• Open cell properties by right-clicking after selecting
• Go to Advanced Properties
• Modify:
  • Border width
  • Color
  • Background color

And this gives the table a professional and clear appearance.

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Eighteenth: Linking Products Table Columns to System Data

After formatting the table, link the columns to dynamic data.

Example of Fields

In the product column you can display:

• Product name in Arabic
• Product description

Some add:

• Serial number
• Barcode
• English name
• Product image

And the Rest of the Columns

• Quantity
• Unit Price
• Discount
• Tax
• Tax Value
• Total After Tax

All are linked from the product details rows within the designer.

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Nineteenth: Adding Totals Table

After the products table, add a separate section for totals.

What Does It Display?

• Total Before Tax
• 15% Tax
• Total After Tax
• Amount Due

Steps

1) Add a Table

You can create a table:

• 4 rows
• 4 columns

Then:

• You can merge some cells (cells are merged within the designer by selecting the cells you want to merge and then left-clicking and then the cell option and then “Merge cells”)
• Customize the title section
• Customize the values section

2) Entering the Titles

Such as:

• Total Before Tax
• 15% Tax
• Total After Tax
• Amount Due

3) Linking the Values

From (…) next to the toolbar select Document Details and then:

• Total Before Tax
• Tax Value
• Total After Tax
• Amount Due

What Does Amount Due Mean?

It is what remains for the customer to pay after deducting any amount previously paid.

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Twentieth: Adding Terms and Conditions and Notes Within the Design

After the totals, insert:

• Terms and Conditions
• Notes

Source

Through (…) next to the toolbar and then Document Details

How Are They Displayed?

You can write a title:

• Terms and Conditions
• Notes

Then make the title:

• Bold
• A specific color

Then insert the code linked to them from the system through (…) next to the toolbar and then Document Details

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Twenty-First: Adding QR Code

Steps

• Go to the bottom of the invoice
• Center the alignment
• And then through (…) next to the toolbar and then Document Details
• Insert QR Code Image

Important

Once you insert the QR code within the design, it will appear automatically when the invoice is printed.

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Twenty-Second: Adding Invoice Creation Date and Time

This is not just beautification, but an important requirement in some contexts.

Steps

• Write text such as:
  Invoice Creation Date and Time
• Then from the Insert menu
  • Add the date
  • Then add the time

You Can Then

• Color the text
• Make it clearer
• Add a horizontal line after it to separate from business data

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Twenty-Third: Save the Design Then Preview It on an Actual Invoice

After finishing the design:

• Save the template
• Go to the Sales section
• Print or preview an existing invoice

What Should Be Reviewed?

When previewing, check:

• Are the colors clear?
• Are some texts too light?
• Does the invoice number need more space?
• Is the due date displayed well?
• Are the seller name and location visible appropriately?
• Is the amount due clear?
• Do the notes and terms appear in an organized manner?
• Is the QR visible?
• Is the business data clear?

Then the page was updated and the result was previewed again until the appearance was appropriate.

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Twenty-Fourth: Ability to Customize Names and Displayed Data

You can modify the names displayed within the invoice according to the sector or business needs.

Examples

You can add or modify:

• Name
• Phone
• Tax Number
• Billing Address
• Shipping Address
• Customer Data
• Business Data

That is, the design is not fixed, but customizable according to the required invoice form.

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Twenty-Fifth: Why Should You Also Design the Simplified Invoice?

Because if you design only:

• The Tax Invoice

And leave:

• The Simplified Tax Invoice without design

Some invoices will appear in the default form, not the design you created.

Practical Summary

After finishing the design of the tax invoice:
It is preferable to immediately design:

• The Simplified Tax Invoice

Using the same pattern or the same visual identity for the business, and you can copy and paste the design in the simplified invoice design.

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Twenty-Sixth: Can the Same Idea Be Applied to Other Documents?

Yes.

You can use the same design methodology on other documents such as:

• Purchase Invoices
• Purchase Orders
• Credit Memos
• Debit Memos
• Other business documents within the system

That is, the designer is not limited to just one sales invoice.

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