Clone and Default Finance Templates
Create editable finance templates from existing layouts and set workspace defaults.
Cloning is the safest way to customize a system finance template.
Clone when you want to change layout, branding, wording, fields, payment instructions, or signature areas without losing the original template as a reference.
Clone a Template
- Open Settings > Finance Templates.
- Open the template action menu.
- Select Clone Template.
- Enter a clear name for the copy.
- Save the clone.
- Edit the cloned template if needed.
Clone before making layout changes so the original system template remains
available as a reference. Use names that describe the purpose, such as
Default invoice - US services or Estimate with approval signature.
Set a Default
Use Set as Default when a template should be the standard layout for future documents of that type.
Defaults affect future invoices, estimates, or related finance documents. They do not automatically rewrite documents that were already created. Open an existing document and change its template manually if it needs the new layout.
Set defaults only after previewing the clone with realistic invoice or estimate data. A template can look fine with placeholder data but fail with long item names, discounts, taxes, or payment instructions.
Set invoice and estimate defaults separately. A layout that works for invoice payment instructions may not include the approval or expiry language an estimate needs.
Delete a Template
Delete only custom templates that are no longer needed. Keep templates that are used for current customer workflows until you confirm they are safe to remove.
Before deleting, check whether the template is used for recurring invoices, saved finance workflows, customer-facing defaults, or team instructions. Rename old templates with an archive note first if you need a safer cleanup period.
Test A Template
After cloning or changing a default, create a draft invoice or estimate and review the preview. Confirm logo, colors, fields, line items, tax, totals, payment instructions, signature areas, and public PDF output.
Test both invoice and estimate behavior when the clone is intended to support both workflows. A layout that works for invoices may still need approval, expiry, or signature language for estimates.
Naming and Versioning
Use names that explain where the template should be used, such as Invoice - services default or Estimate - enterprise approval. Add a date or version
only when the team needs to distinguish active and archived variants.
When replacing a default, rename the old template as archived before deleting it. This gives finance time to confirm no recurring invoice or team instruction still depends on the previous layout.
Keep one clear active default per document type. Too many similarly named templates lead users to choose older layouts for new customer documents.
Troubleshooting
If new documents do not use the template, confirm it is set as the default for the correct document type.
If old documents still show the previous layout, open those documents and change their template manually.
If the public PDF looks different from the editor, test the document preview and PDF output before making the template default.
Clone Review Checklist
Before using the clone:
- rename it for the intended audience or region
- preview with realistic products and taxes
- confirm payment instructions and signature areas
- download the PDF
- set default only after finance approves the output