Invoice Layout & Wording
Your sales invoices, AR transactions and payment reminders are designed in a live editor: change a setting on the right, watch the A4 page redraw on the left, save once it looks right.
The editor opens from a document, not from the System menu. Open a sales invoice, look at the preview panel, and click the sliders icon — Edit layout — in its toolbar. AR transactions, quotations and orders open the same editor.
The layout belongs to the dataset, not to the invoice you opened it from. Saving here changes every invoice and reminder your company sends.
Choosing what you’re designing
The Template dropdown picks the document:
| Template | Used for |
|---|---|
| Invoice | Sales invoices |
| AR transaction | Invoices raised on the AR Transaction screen |
| Reminder 1 / 2 / 3 | The matching payment reminder level |
| Quotation / Sales order | Quotations and sales orders |
| Request for quotation / Purchase order | RFQs and purchase orders |
Which of these the dropdown offers depends on where you opened the editor from. An invoice or AR transaction offers the invoice, AR transaction and reminder templates; a quotation or order offers its own template alone. That way there is no way to change your invoice wording while designing an order.
Work is split across two tabs. Layout is the frame — letterhead, logo, colours, margins. Content is the words.
Sections marked with an asterisk (*) are shared by every template: adjust the margins or the header once and invoices and all three reminder levels move together. Everything unmarked belongs only to the template you have selected.
Layout
| Section | What it controls |
|---|---|
| Letterheads * | An A4 PDF that sits behind the page — pre-printed letterhead, watermark, footer artwork. Upload, replace or remove it. It is never applied to the QR-bill page. |
| Header * | Your logo (show it or not, upload, replace or remove it), whether company details print — with their own position and text alignment — and where the recipient address sits: Right (window envelope) or Left. |
| Footer & page numbers * | The footer line and page numbering. |
| Typography * | Accent colour, font, and font size. |
| Description & Notes | Not on reminders. Styles the description printed under the header and the notes block printed below the totals. |
| Payment details * | An optional transfer-instructions block — bank account name, IBAN, BIC and reference — for invoices, AR transactions and reminders, with its position and typography. Never printed alongside a QR bill. |
| Reminder text | Typography for the reminder letter body, shared across all three levels. |
| Closing * | The closing greeting and the company name beneath it. A font size of 0 matches the surrounding text. |
| Page margins (mm) * | Top, bottom, left and right. The defaults are 18, 16, 18 and 18. |
Pick the recipient address position to match your envelopes. Right (window envelope) lines the address up with a standard Swiss window envelope; Left suits envelopes you address yourself.
Wording
The Content tab holds the fixed text — the payment terms, your sign-off, the reminder paragraphs — so you can change tone or phrasing without touching the layout.
Wording is kept per language. Choose the Language first: German (Switzerland), German (Germany), English, French, or Italian. Each customer gets the language on their record, falling back to the dataset default from the Settings tab of System → Defaults. Editing English leaves your German wording untouched, so a five-language set-up means filling in five.
On an invoice you can edit:
| Field | Appears |
|---|---|
| Payment terms | Above the closing greeting |
| Closing greeting * | The sign-off line above the company name |
| Not subject to VAT note | Only when the invoice carries no VAT |
With Payment details switched on in the Layout tab, the labels of that block (heading, recipient, IBAN, BIC, reference) become editable here too — they are shared by every template.
Reminders swap these for a shared Salutation, one Body field per level — use line breaks to separate paragraphs — and the same shared Closing greeting.
Quotations and orders have an Introduction, printed above the item table, and a Closing text above the greeting. Both accept {number}, {date}, {validuntil}, {reqdate}, {currency} and {total}. The greeting and the VAT note are shared with the invoice.
Grey chips beneath a field list the Variables it accepts — {terms} and {duedate} on the payment terms, {company} on the VAT note, or in a reminder body {invnumber}, {invdate}, {invdescription}, {currency}, {due}, {iban} and {today}. Click a chip to insert it. neoo fills each one in per document, so leave them in the text; typing a due date by hand freezes it. Text wrapped in double asterisks prints in bold — **within 10 days** — which is why the built-in default texts carry ** markers.
Leaving a field empty is fine — the placeholder text you see greyed out is the built-in default, and that is what prints.
The QR bill
The Swiss QR bill is drawn straight onto the invoice — there is no setting here to switch it on, and the letterhead is never applied to the QR page. The reference number is a QRR reference derived from the invoice number, which is why the reference on the preview, the PDF and the posted transaction always agree.
Whether an invoice gets a QR page depends on the invoice itself, not the layout — see Swiss QR-bill for the conditions.