This article explains all the available actions in the Invoice templates screen: downloading a template, replacing, activating or deleting it, creating a new one with +Add, and consulting the list of placeholders.
⏪ Not yet familiar with invoice templates? Start with the introductory article: Invoice templates: screen overview, types, and how they are applied
⏭️ Want to build a custom Word invoice template and learn how to use placeholders? Continue with the next article in the series: Invoice templates: customizing invoices – placeholders, tables, and branding
Invoice template management in practice
The overview under Settings > Invoice templates shows all templates that match your applied filters.
Each row in the table includes an Actions column. The action buttons there allow you to manage every stage of a template’s lifecycle – from creation to the final version.
Downloading a template
Click the button with the downward arrow to download the Word version of the template.
Want to make changes to the template? First download it, open it in Word, and adjust the layout as needed – for example, add payment terms or update your logo, colors, and fonts.
The next article covers what you can modify in the Word document: Invoice templates: customizing invoices – placeholders, tables, and branding
Done with your changes? Upload the updated file using +Add, or easily replace the existing template.
Replacing a template
Click the double-arrow button to replace a template with a new version of the Word document.
Select the updated .docx file and confirm. AdminPulse keeps the name, language, and template type – only the content gets updated.
💡 Take it step by step: update your document, replace the template, preview the result, and repeat until it’s just right.
Previewing an example
Click the eye icon to view a sample invoice with fictitious data.
Check the layout — logo, fonts, margins — and verify that all placeholders are filled in correctly.
💡 Want to see how your template behaves in different scenarios? Customize the preview using the options on the right:
- select the relation type (company, sole trader, or individual)
- set the number of additional assignments
- choose which price list item types are shown in the preview (time, product/cost, distance)
- simulate the invoice type (flat fee, advance, final invoice, time-based, free, or internal)
- add an administrative cost
- direct debit / manual payment: useful if you use conditional text that depends on the customer’s payment method
👉 Don’t forget to click ‘Regenerate preview’ after changing any options, so a new example is generated based on your selections.
This allows you to quickly test how your template looks in different situations, without using real relations or invoices.
Not satisfied yet? Edit your template in Word, upload it again, and regenerate the preview until everything looks right.
Happy with the result? Activate the template and check your draft invoices (Invoicing > Invoice drafts) to see real examples (if you already have some).
Activating a template
Choose which template should be active for a specific combination of invoice type, language, and company by clicking the checkmark button.
👉 Only one template can be active per combination. If you activate a new one, AdminPulse automatically deactivates the previous one.
💡 Tip: First preview the template and then review several invoice proposals before numbering them.
Copying a template and version management
Use the button with the document icon to create a copy of a template. This is useful for:
- Seasonal or temporary templates
- Developing a new style while the old version remains active
- Keeping a version history
Deleting a template
Click the trash bin button to delete a template. Only confirm if you are absolutely sure.
👉 Deletion is permanent.
Placeholders and +Add buttons
At the top right of the Invoice templates screen, you’ll find two buttons:
- Placeholders: gives you access to the fields available for use in your Word invoice template.
- +Add: lets you create a new template. Enter a name, choose the language, select the company and template type, then upload your Word document.
⏭️ Want to build your own custom template in Word? Then read this article: Invoice templates: customizing invoices – placeholders, tables, and branding