Branding Your Documents

Every invoice, credit note, quotation, purchase order, delivery note and statement Beelocity prints follows one house style: a clean, typewriter-set page with rules rather than boxes and fills, built to photocopy and fax cleanly. Document Settings is where you make it yours — your logo, your colour, your paper, your wording — without touching a template.

This page is for whoever owns how the company presents itself on paper: usually the manager or the accounts department.

Before you start

Two things must already be in place:

• Your organization profile — the legal name, address and identifiers printed on every document. The logo belongs to it, so the profile has to exist before a logo can be uploaded. See Printing and Sharing Documents for what the profile needs.
• At least one document of the type you are branding — the page previews your newest real invoice (or quotation, or delivery note), not a sample. Until one exists the preview pane tells you what to create first.

You need the organization-profile permission to open the page; saving needs the matching update permission.

Open the page

Click your avatar → Settings, then Document Settings under Identity. The page has two halves: the settings on the left, a preview of the document on the right.

At the top of the left half, Document type chooses which document you are working on. Each type keeps its own settings — an invoice can carry columns a quotation does not — so pick the type, then click Edit.

Your logo

The logo is shared by every document type, which is why it sits above the per-type settings.

1. Click Upload logo and choose a PNG or JPEG of 1 MB or less and no more than 4,000 pixels on a side — a letterhead mark is printed 40 mm wide and needs far less than that.
2. It appears in the frame immediately, and on the next document you print — above your legal name, fitted into a 32 × 12 mm box. A tall mark and a wide one both fit without being stretched.
3. Replace logo swaps it; Remove logo takes it off future documents. Nothing else touches it — saving your organization profile, or anything on this page, leaves the logo exactly where it is. Documents already sent keep the logo they were printed with.

SVG files are not accepted: they can carry scripts, and a letterhead is no place for one.

Page

Line table

Invoices, credit notes, quotations and purchase orders print six columns by default — position, code, description, quantity, unit price and total. Tick any of these to add a column:

• Unit — the unit in its own column (sac, kg, t), with the quantity as a bare figure;
• Discount — the percentage taken on each line;
• Tax % and Tax per line — the value-added tax rate and the amount it comes to on each line;
• Net — each line’s total before tax;
• Note — a line’s note, printed in smaller type under its description.

A delivery note never gains a price column, whatever is ticked: it travels with the goods and is signed by a driver and a storeman, and prices on it would hand your commercial terms to people with no business seeing them. A statement is a ledger and keeps its own columns.

Totals

• Show tax breakdown — one row per VAT rate under the subtotal (TVA 19.00 %, TVA 9.00 %), which is what an Algerian invoice normally shows. Untick it to print a single tax row.
• Show amount in words — the total spelled out under the totals, in the document’s language. Customary on invoices; untick it on documents where it reads as noise.

Header, footer and standing terms

Each of these is written in up to three languages — English, French and Arabic — and the document prints the one matching its own language. Leave a language blank and the document falls back to another you did fill in, English first.

• Header line — printed once, above everything, on the first page. A tagline, or what you trade in.
• Footer line — printed at the foot of every page, above the page number. The usual home for legal boilerplate: SARL au capital de 1,000,000 DA — RC 16/00-1234567 B 21 — NIF …. Keep it to a line or two; the bottom margin is where it lives.
• Standing terms — a paragraph printed under the payment terms on invoices, quotations and purchase orders: how to pay, late-payment penalties, your bank’s name. Never on a credit note, which is not something to pay.

Signature block

Quotations carry a block for the customer to sign; delivery notes carry two, for the driver and the receiver. Tick Print a signature block to show them, then optionally give the block a signatory name printed under the line, and the line itself. Your own label (Bon pour accord) replaces the standard heading on the quotation’s acceptance block only — the delivery note’s two blocks keep their standard headings, Shipped by and Received by, because a handover needs both parties named and one label cannot name two.

Custom blocks — replacing a region with your own

Everything above changes what the standard layout shows. Custom blocks replace a whole region of it with content of your own. Three regions can be replaced:

Each region is a list, and each row in it is one thing on the page. Click Add an element and pick what it is:

• Text — a line you write, in normal, bold, italic or small type;
• Document field — a value from the document itself: its number, its date, your legal name, the grand total. The list only offers fields the document type actually has;
• Your logo — the logo from the top of this page, at the same size it prints on the letterhead;
• Space — a gap, in millimetres;
• Line — a horizontal rule in your accent colour.

Rows print in the order they are listed. Leave a region’s list empty and the standard layout comes back — there is no separate “revert” to remember.

Why it is a list, and not a place to write a design

The list is the whole vocabulary. There is no way to write a condition (“only when overdue”), a repetition (“one row per line item”), a calculation, or a colour — and that is deliberate rather than unfinished. Everything on a document you send is either a figure Beelocity computed or text you wrote, and keeping it that way is what guarantees a document says what your records say. If you need something the list cannot express, tell us: it is a conversation about the standard layout, not a setting you are missing.

Saved blocks are versioned

Every save writes a new version rather than changing the last one, because documents already sent point at the version that drew them. That is why nothing you do here can change a document that exists — and why the page tells you which version is in use.

Wording

Label overrides let you re-word any label the documents print, per language. Click Override a label, pick the label — the list shows the standard English wording beside each — and type the wording you want in each language. A language left blank keeps the standard wording, so you can change the French alone.

See it before you save it

The right-hand pane always shows your newest document of the chosen type, drawn as it would print, in the Preview language you pick.

While editing, click Refresh preview at any time: the document is re-drawn with your unsaved changes, so you can try a colour or a column and look at it before committing. Previewing stores nothing — close the page without saving and no document has changed.

Fields that would be refused — a colour that is not six hex digits, a margin outside its range, a footer longer than 1,000 characters — are flagged on the form before anything is sent.

What changes, and what never does

Click Save and the settings apply to the next document you print or download of that type.

They never apply backwards. A document you already downloaded or sent keeps the exact file it was produced as: download it again and you get that same file, byte for byte, old colour and all. Only a fresh render — Download PDF after the change, or a new document — picks the new settings up. That is deliberate: the copy in your customer’s file and the copy in yours stay the same document.

Why there is no template editor

Every Beelocity document is drawn from a house template that we build and maintain. You change what it shows — logo, colour, paper, margins, columns, wording, and whole regions of the page through custom blocks — but you never edit or upload the template itself, and there is no plan to add that.

That is a deliberate choice in your favour, for three reasons:

• Your documents keep working. A template is a program. A tenant-editable one is a program you are responsible for debugging, on the day an invoice will not print and a customer is waiting.
• Nothing you configure can break a render. Every control on this page is a value, not code, so the worst outcome of a wrong setting is a document that looks wrong — never one that fails to produce, or takes the system down while it tries.
• The legal furniture stays right. Identifiers, totals, tax breakdown and the amount in words are laid out to Algerian norms and stay that way, whatever branding sits around them.

If you need something the settings cannot express — a column that appears only on overdue invoices, a computed figure of your own — that is a conversation with us, not a template you write.

If something looks wrong