Stop Writing the Same Note on Every Invoice
E-Document Description Templates
IBAN, due date warnings, return conditions... Manually typing notes on every document wastes time and leads to omissions. With description templates, you can define them once and automatically add them to e-invoices, e-archives, and e-waybills.
You issue an invoice and type the same things in the description field every time: bank details, payment due date, maybe a return note.
It's a thirty-second task on its own. If you issue a hundred invoices a month, that adds up to a few working days a year — and on a busy day, it's the first thing that gets skipped. Then the customer calls and asks for the IBAN.
What does a template do?
You define the text that will appear in the description section of the document just once. Then, it is automatically added to every document you issue.
In Qolay.App, these templates can be defined separately for three document types: e-invoice, e-archive, and e-waybill. This way, you can use a different text in an e-invoice going to a corporate customer and a different one in an e-archive for an end consumer.
Current balance line
Beyond static text, you can also have the customer's current account balance printed on the document.
The impact of this on collections is too big to underestimate. The customer sees their total debt on every invoice; the "I didn't know" response is eliminated. Also, reconciliation talks become easier because the figure is regularly communicated to the other party.
A warning: the balance line will show incorrect information if your current records are not up to date. Make sure your current account management is in order before turning it on.
What should you write?
Content that works in practice:
- Bank and IBAN information. The most frequently asked thing; make sure it's on the document.
- Payment due date reminder. Such as "The payment due date is 30 days from the invoice date."
- Return and warranty conditions. Especially useful in retail and e-commerce.
- A thank you note. A small touch that contributes to brand perception.
Keep it short. Long text takes up space on the document printout and becomes unreadable.
"Why is there a balance written at the bottom of my invoice?"
This is the most common question from users who notice the templates for the first time. The answer: someone turned this setting on.
To change or remove the text, go to Settings → E-Document → Description Templates. The setting works per definition, not per document; when you change it, it affects future documents, while past documents remain as they are.
Frequently asked questions
Can I disable the template on a single invoice?
You can edit the description field on the document. The template brings in the starting text, and you are free to overwrite it.
Can I show different text to different customers?
The template is defined based on the document type. For customer-based differentiation, you need to manually edit the text on the relevant invoice.
Does it also change the appearance of the document?
No, the template only adds text. The design of the printout is a separate matter — check out the printing templates article.
Does it also work on e-Waybills?
Yes, it can be defined for all three document types. We explained the document flow in our e-waybill article.
It's a small setting, but its impact comes from two fronts: the half-minute saved on every invoice and the customer seeing their debt regularly. The latter shortens your collection period.
Open a free account on Qolay.App and define your templates once.