7.5.2 Configure your Invoice Layout

To fully use the invoice pdf generator functionality, customize the invoice layout to meet your company's requirements.

Make sure that 6.1.8 Invoice Item PDF Settings are correct.

1 1. Create a new Invoice Preference record
2 2 Edit the Invoice Design
3 3 Landscape Invoice PDF
4 4 Portrait Invoice PDF
- 4.1 4.1 PDF settings
- 4.2 4.2 Enable Multiple Currencies on PDFs
- 4.3 4.3 PDF Labels
5 5 Custom Labels Billing & Accounting
6 6 Troubleshooting Invoice PDF Errors

1. Create a new Invoice Preference record

When creating a new Invoice preference: from the App Launcher, go to Quote Preference and click on the New button.

Then select the record type to determine the format for your PDF:

"Landscape" or
"Portrait".

Please avoid using the outdated older record types that have been deprecated.

2 Edit the Invoice Design

You can modify an existing Quote Preference and change different aspects of the current Invoice design.

3 Landscape Invoice PDF

Explore the various features of customizing Landscape Invoice PDF, and look into its functionalities in detail below:

3.1 Standard Invoice Information I

Field Label	Function

Field Label	Function
Show Cover Letter	Check if you need the first cover page or not
Show Only Cover Letter	If checked only the first page of the offer is created
Volume discount scale	Provide pricing information which shows on all invoices: Enter volume discount scales which are printed on your PDF if you offer those to all of your customers (You can store different version if using Legal Entities)

3.2 Standard Invoice Information II

Field Label	Function

Field Label	Function
RecordType Name	Displays your chosen record type and lets you change it here. From version 2.119, it is only possible to change the record type when editing an invoice preference. To change the record type of a preference you are creating, press cancel and start again.
Invoice Preference Name	Give your Invoice setting a name.
Logo file name	Displays the selected image file for you logo.
Logo	Add your logo to your invoice (max 100×200 px). To replace your logo (e.g., after a rebranding): Navigate to App Launcher → Invoice Preferences. Open the relevant Invoice Preference record. Click Edit. In the Logo field, remove the existing image and upload your new logo file. Ensure the Show Logo checkbox is ticked. Click Save. Generate a test invoice PDF to verify the logo displays correctly. Troubleshooting logo display issues: If the logo appears distorted or too large, resize it to within 100×200 px before uploading. The system does not automatically scale images. If you are using both Quote and Invoice Preferences, you must update the logo in both records separately. The logo file must be accessible within Salesforce. External URLs are not supported for this field. For additional branding via Left/Right Header Images, see 7.5.5.1 Add your Customer's LOGO to PDFs.
Color Hex Code (Background)	Changes the color code of your table on the second page. Please enter the color in hexadecimal. Also refer to 26.
Color Hex Code (Table Header)	Changes the color code of your table headers on the second page. Please enter the color in hexadecimal. Also refer to 21.
Left Header Image Source	Allows you to display the logo of your customer, agency network, or other entity in the left header area. Important: This field must contain either: A valid Salesforce Document ID or file reference, OR Be left blank if not in use. Do not enter colour hex codes, arbitrary text, or URLs in this field. Invalid values will cause PDF generation to fail silently (no error message shown, the PDF simply does not generate). For detailed setup instructions, see 7.5.5.1 Add your Customer's LOGO to PDFs.
Left Header Image only on Cover Letter	Defines if Left Header Image is displayed on Cover Page/Cover Letter
Show Left Header Image on Invoice	Defines if Left Header Image is displayed by document type "Invoice"
Show Left Header Image on Cancellation	Defines if Left Header Image is displayed by document type "Cancellation"
Show Left Header Image on Credit Note	Defines if Left Header Image is displayed by document type "Credit Note"
Show Left Header Image (CN Cancellation)	Defines if Left Header Image is displayed by document type "Credit Note Cancellation"
Hide Notes Box - always	Always hides the Notes Box below the table
Show rounding note	If checked the label "RoundedValuesHelptext" will be displayed. 7.5.8 Rounding Issues
Hide Fax	Hides the Fax information of Contacts on your invoice
Active	Tick the checkbox to activate the layout. If you are not using Legal Entities only the ONE active settings record gets used for all invoices
Show Footer Html	Activates the footer html label which is referenced by the labels FooterHtml and FooterHtml_BA.
Show Logo	Check this if you like to display the logo. Make sure you have selected an image by adding you logo.
Hide additional fees	If checked additional fees/surcharges are not printed on the summary page.
Show Gross Campaign Cost	Displays the Gross Amount on your invoice if checked.
Right Header Image Source	Allows you to display the logo of your customer, agency network, or other entity in the right header area. Important: This field must contain either: A valid Salesforce Document ID or file reference, OR Be left blank if not in use. Do not enter colour hex codes, arbitrary text, or URLs in this field. Invalid values will cause PDF generation to fail silently (no error message shown, the PDF simply does not generate).
Hide Box (Technical Specifications)	Hides the box with Technical Specifications.
Show Signature Block on Invoice	Defines if the signature block is displayed by document type "Invoice"
Show Signature Block Cancellation	Defines if the signature block is displayed by document type "Cancellation"
Show Signature Block on Credit Note	Defines if the signature block is displayed by document type "Credit Note"
Show Signature Block (CN Cancellation)	Defines if the seller signature block is displayed by document type "Cancellation"
Hide Notes Box - if empty	Only hides the Notes Box below the table if the description field is empty
Show total discount only	If checked the offered discounts are added up and displayed as one sum.
Disable Page Break Before Text Blocks	If checked page breaks are disabled before text blocks
Show Signature Block Below Text Blocks	If checked the Text Blocks are shown according to their Sort Order beneath payment conditions and before signature block
Show Total Sales Price	If checked, the Sales Price column will be replaced by the total sales price. The Total Sales Price is calculated by the Sales Price and the Sales Price Surcharges.
Hide Totals	If checked, the total amount calculations is not displayed, clients will only see a list of packages/components to select from. If checked, the individual components contributing to the total calculation, such as gross amounts, discounts, and fees, are hidden

Field Label	Function

Field Label	Function
Hide Info Table (Cover Letter)	Hide the info table on the cover page. For more information read this 7.5.1.4 Customize the Info Table for the PDF Cover Letter
Address Block (1st Page)*	Address Block (1st Page) Defines who to send the cover letter to and which fields to use.
Info Table (Cover Letter)	If you don't hide the info table and you have enabled the cover letter use these fields to define what data is shown in the info table on the first page. (Version 2.82 and up: Make sure to not add the "Valid Until" field here as otherwise you duplicate it on the document)
Contact Information (2nd Page)	The four fields define the four columns above your media campaign table on the second page. You don't have to use all four.

* Note regarding Address Block (1st Page): In Version 2.181 and up: The selected recipient also determines the source for the Account Name Addition, which is displayed on a new line directly below the Account Name in the cover letter address block. For Invoice PDFs, the Name Addition is read from the Invoice record (historical data); for Quote and Optimization PDFs, it is read live from the Account. For setup details, see 7.5.6 Configure Address Blocks and Contacts on PDF."

Field Label	Function

Field Label	Function
Hide Package Component Details	(Columns with Fields not rows); By default, all package components are hidden, if you like to show package component details to your customers, set this directly in the Campaign Item (see 3.6 Packages for more information). If you then want to hide certain fields, please activate this checkbox and enter which fields you want to hide in the Hide Package Component Fields field.
Hide ad hoc Package Component Details	If you want to hide certain fields, please activate this checkbox and enter which fields you want to hide in the Hide Package Component Fields field.
Show Contact's mailing address	If checked, the PDF will show the contacts mailing address instead of the accounts billing address _{Make sure that your users use the contact wizard}_{4.2.7 Contact Wizard and Account Lookups}_{. Also check the following page}_{7.5.6 Configure Address Blocks and Contacts on PDF}_.
Quantity Discount decimal places	The number of decimal places which will be displayed for the quantity discount.
Agency Discount decimal places	The number of decimal places which will be displayed for the agency discount.
Show dates on Package Header	When this setting is activated, the Start and End Date of Ad Hoc Packages will be summarised in the Package Header on your Invoice.
Hide Package Component Fields	In this list you can define which fields should be hidden for package components in the PDF. Please see the table below for more information. (Please note that the value in the fields will not display for components only, Package Header fields will still be populated.)
Hide ad hoc Package Components	When this setting is activated, ad hoc package components will be hidden on the PDF. Read more about this setting right here: 3.6.4 Ad Hoc Packages
Customer Discount decimal places	The number of decimal places which will be displayed for the customer discount
Special Discount decimal places	The number of decimal places which will be displayed for the special discount.

3.3 Enable Multiple Currencies on PDFs

Field Label	Function

Field Label	Function
Additional currencies to be show	Define the additional currencies to be shown on the PDF as per the fixed exchange rate. You can find more information on: 7.5.10 How to show multiple currencies on the PDFs?
Date for fixed exchanged rate	Please select the date which should determine the relevant exchange rate to be used. You can find more information on: 7.5.10 How to show multiple currencies on the PDFs?

3.4 Show Campaign Period and Show Item Period

Field Label	Function

Field Label	Function
Show Campaign Period	Shows the start and end dates of the Media Campaign Period on the Invoice
Show Item Period	Shows the accounting start and end dates for the specific campaign item on the invoice.

3.5 PDF Font Sizes

Field Label	Function
General Font Size	Size defined in this field will be set on all PDF, except below
Font Size My Address (Cover)	Size defined in this field will be set on PDF for Company address on the cover page
Font Size Tables (Cover)	Size defined in this field will be set on PDF for the tables on the cover page
Font Size Titles	Size defined in this field will be set on PDF for the titles and the salutation on the PDF
Font Size Postal Recipient (Cover)	Size defined in this field will be set on PDF for the postal recipient on the cover page

3.6 PDF Labels

Important: Using {hide} in PDF Label fields

The {hide} directive is ONLY supported in the following fields:

Conditions of Payment — Enter {hide} to suppress the payment conditions heading from the PDF.
Conditions of Payment Text — Enter {hide} to suppress the payment conditions body text from the PDF.

Do not enter {hide} in any other PDF Label field (e.g., Footer Left Side Data, Technical Specifications, First Page Address Information, etc.). Doing so will cause the error: "Field $Label {hide} does not exist. Check spelling."

To hide other elements, either:

Leave the field blank (it will use the default label), OR
Create a custom label with a single space character (" ") as the translation text, and reference that custom label's API name in the field.

How PDF Label Fields Work (Default vs. Custom)

The PDF Label fields (Footer Left Side Data, Footer Right Side Data, Footer Middle Data, etc.) accept the API name of a custom label. This tells the system which custom label's text to display in that position on the PDF.

If a PDF Label field is left blank:
The system falls back to a default custom label with a predefined name. For example:

Footer Left Side Data (blank) → uses custom label Footer_left_side(for Quotes) or Invoice_Footer_left_side_BA (for Invoices)
Footer Right Side Data (blank) → uses custom label Footer_right_side(for Quotes) or Invoice_Footer_right_side_BA (for Invoices)
Footer Middle Data (blank) → uses custom label Footer_middle(for Quotes) or Invoice_Footer_middle_BA (for Invoices)

To edit the default footer text:

Navigate to Setup → Custom Labels.
Search for the default label name (e.g., Footer_left_side).
Click on the label name to open it (do not click "Edit" — that only shows the master/default value and may not show your org's override).
In the "Local Translations / Overrides" section, edit or create a new translation for your language.

When using multiple Legal Entities:
If you want different footer text for different legal entities, create separate custom labels (e.g., DE_footer_leftside, GB_footer_leftside) and enter the corresponding API name in each Legal Entity's Quote/Invoice Preference record.

Field Label	Function

Field Label	Function
First Page Address Information	Link here to your custom label to configure the Footer on the cover letter. Important: Enter only the API Name of the custom label (e.g., `DIRECTINVOICING`). Do not include spaces, the `$Label.` prefix, or special characters. The API name is visible in Setup → Custom Labels → [Label Name] → the "Name" field (not the "Short Description"). An incorrect value (e.g., containing spaces) will cause the error: "Field $Label.[value] does not exist. Check spelling."
Footer Full Size Data	Link here to your custom label if you are using a Full Size Footer on your invoice.
Footer Middle Data	Link here to your custom label if you are splitting your Footer in Middle Data on your invoice.
Footer Html Data	Link here to your HTML custom label if you are using a Full Size Footer on your invoice. _{Full HTML Data will}_{only work if you check the checkbox}_{Show Footer Html under Standard Invoice Information section.}
Quantity Discount Column	Link here to your custom label to configure the Quantity Discount Column label in the price matrix
Customer Discount Column	Link here to your custom label to configure the Customer Discount Column label in the price matrix.
Agency Discount Column	Link here to your custom label to configure the Agency Discount Column label in the price matrix.
Special Discount Column	Link here to your custom label to configure the Special Discount Column label in the price matrix.
Technical Specifications	Link here to your custom label to configure the Technical Specifications label for your invoice.
Conditions of Payment	Link here to your custom label to configure the Conditions of Payment label for your invoice. Enter {hide} in the field when the label should be hidden.
Same Value (B1/N1) Sum Block	Link here to your custom label to configure the label to use when B1 = N1, or use existing custom labels.
General Salutation	Link here to your custom label to configure the General Salutation label for your invoice.
Footer Left Side Data	Link here to your custom label if you are splitting your Footer in Left Side Data on your invoice.
Footer Right Side Data	Link here to your custom label if you are splitting your Footer in Right Side Data on your invoice.
Quantity Discount Sum Block	Link here to your custom label to configure the Quantity Discount Column label on the cover letter overview and summary block on last page.
Customer Discount Sum Block	Link here to your custom label to configure the Customer Discount Column label on the cover letter overview and summary block on last page.