---
title: "Create and Use Invoice Templates"
description: "Build reusable invoice templates in Aesthetix CRM by customizing branding, fields, and labels, and convert an existing invoice into a template."
url: https://help.aesthetixcrm.com/en/articles/1770-create-and-use-invoice-templates
collection: "Invoices & Estimates"
updated: 2026-07-08
language: en
---

# Create and Use Invoice Templates

Build reusable invoice templates in Aesthetix CRM by customizing branding, fields, and labels, and convert an existing invoice into a template.

Invoice templates let you define a consistent look and set of fields once, then reuse them for every invoice you send. This keeps your invoices on-brand and saves time when billing patients for treatments, packages, and products. You can build a template from your layout settings, or convert an existing invoice into a reusable template.

## Create and Customize an Invoice Template

Click on **Payments** to access the payment and invoicing section.

![](https://staticfiles.us.gleap.ai/attachments/20260222023302_0439.png)![](https://staticfiles.us.gleap.ai/attachments/20260222023302_7171.png)

Click **Settings**.

![](https://staticfiles.us.gleap.ai/attachments/20260222023302_3683.png)

Click **Title, Terms and Layout** to configure your invoice presentation settings.

![](https://staticfiles.us.gleap.ai/attachments/20260222023302_2051.png)

Click **Customize Layout** to modify your invoice template design.

![](https://staticfiles.us.gleap.ai/attachments/20260222023301_2615.png)

### Branding Settings

Expand **Branding Settings** and customize:

-   **Pay Button Color** (use the color picker)
    
-   **Border Color** (use the color picker)
    
-   **Button Text** (for example, change **Pay** to **Deposit**)
    

![](https://staticfiles.us.gleap.ai/attachments/20260222023301_9634.png)

### Business Information

Choose what to show on the invoice by checking or unchecking fields such as:

-   Company Name
    
-   Phone
    
-   Address
    
-   Tax IDs
    

You can also add another custom field if needed.

> Tip: Unchecked fields are hidden from recipients, but your team can still edit those values while creating an invoice.

![](https://staticfiles.us.gleap.ai/attachments/20260222023302_1787.png)

### Contact Information

Rename the section header (for example, change **Billed to** to **Patient details**). Add custom fields if you need extra recipient details.

![](https://staticfiles.us.gleap.ai/attachments/20260222023301_2210.png)

### Invoice Information

Expand **Invoice Information** and show or hide fields such as:

-   Invoice Number
    
-   Issue Date
    
-   Due Date
    

> Tip: Hidden fields can still remain editable internally during invoice creation.

![](https://staticfiles.us.gleap.ai/attachments/20260222023301_0172.png)

### Labels

Click the **Labels** tab to manage and customize field labels for invoices.

![](https://staticfiles.us.gleap.ai/attachments/20260222023301_9715.png)

Update the column headers patients see, such as:

-   Item Name
    
-   Price
    
-   Quantity
    
-   Tax
    
-   Subtotal
    

Show or hide columns by checking or unchecking labels.

![](https://staticfiles.us.gleap.ai/attachments/20260222023302_3145.png)

### Preview and Save

Review the **live preview** to confirm the layout, wording, and visibility look correct.

![](https://staticfiles.us.gleap.ai/attachments/20260222023301_0144.png)

You can click **Reset** to clear the changes made to the invoice template.

![](https://staticfiles.us.gleap.ai/attachments/20260222023301_5899.png)

Click **Save changes** to apply the layout to future invoices.

![](https://staticfiles.us.gleap.ai/attachments/20260222023301_2284.png)

## Convert an Invoice into a Template

If you already have an invoice set up the way you like it, you can turn it into a reusable template.

Click on **Payments**.

![1 Click on "Invoices".](https://d16ev9qffqt5qm.cloudfront.net/?s3_key=cler469gb03fhtd0h2cgr839h/QGeCFGl1blLOwDMWPKSF0.jpg&x=153&y=598&fill=000000&color=000000)

Click on **Invoice and Estimates**.

![2 Click on the element.](https://d16ev9qffqt5qm.cloudfront.net/?s3_key=cler469gb03fhtd0h2cgr839h/fZ3PO0RnaRNjQVU3GrboJ.jpg&x=425&y=37&fill=000000&color=000000)

Select the invoice you want to convert and click the three dots next to it.

![3 Upload](https://d16ev9qffqt5qm.cloudfront.net/?s3_key=cler469gb03fhtd0h2cgr839h/fZ3PO0RnaRNjQVU3GrboJ.jpg&x=2329&y=828&fill=000000&color=000000)

Click **Convert to Template**.

![4 Click on "Convert to Template".](https://d16ev9qffqt5qm.cloudfront.net/?s3_key=cler469gb03fhtd0h2cgr839h/Eh2z1yah0gNuX1Mi3bxWj.jpg&x=2326&y=770&fill=000000&color=000000)

The invoice now appears in the **Templates** tab, ready to reuse.

![5 Next, click on "Estimates".](https://d16ev9qffqt5qm.cloudfront.net/?s3_key=cler469gb03fhtd0h2cgr839h/Kw9oxHkbkDVGsuJuY_X_N.jpg&x=1581&y=712&fill=000000&color=000000)

## Frequently Asked Questions

**Do template layout changes apply to all my invoices?** Yes. Layout customizations are saved at the account level and used for every new invoice you create.

**Will invoices I already sent update after I change the template layout?** No. Previously delivered invoices and PDFs do not change automatically. Create a fresh PDF or resend the invoice so recipients see your latest layout.

**Can I hide a column but still enter those values when creating an invoice?** Yes. Hiding a label only hides it from the recipient view; your team can still edit the values during invoice creation.

**Where does a converted invoice go?** After you select **Convert to Template**, the invoice appears in the **Templates** tab, where you can reuse it for future invoices.

**Can I customize the pay button text on my template?** Yes. Under Branding Settings you can change the button text (for example, from **Pay** to **Deposit**) along with the pay button and border colors.

**How do I undo my template changes before saving?** Click **Reset** in the layout editor to clear your changes and restore the previous settings.