Make Every Invoice Look Like Yours: PDF Branding in Easy Invoice — Easy Invoice Blog

A generic-looking invoice is a missed opportunity. The invoice is one of the few documents your customer reads start-to-finish, and it’s the document they look at when they’re deciding whether to pay you. Every detail matters.

Easy Invoice’s Settings page lets you brand every PDF in about five minutes. Once you’ve configured it, every invoice you create — for the next decade — comes out looking like a piece of your business, not a generic template.

What appears in the FROM block

The top-left of every invoice PDF shows your company details. Everything here comes from Settings → Company Details:

Company name — bold at the top of the FROM block.
Tax / GST / VAT number — your local tax-authority registration number, where applicable.
Email and phone — direct contact for billing questions.
Address — multi-line postal address.

If you’re a sole trader using your own name, that’s fine — put your name as the company name. If you operate under a trading name, use the trading name and put the legal entity name in a smaller line (e.g. “Acme Trading, an arm of Smith Holdings Ltd”).

Logo

Upload your logo to the company-details block in Settings. The logo appears in the top-left of every PDF and the document editor.

Practical guidelines:

PNG with transparent background is the safest format — looks right on any document colour.
SVG works too and stays crisp at any zoom level.
Aspect ratio matters: aim for roughly 4:1 (wider than tall). Most logos look right at around 400 × 100 pixels in the design source. The PDF scales them sensibly.

Tax label

This is the one detail most invoicing tools get subtly wrong, because they assume one country’s conventions.

In Easy Invoice, Tax Label is fully configurable. Set it to:

GST in New Zealand, Australia, Canada, Singapore, India.
VAT in the UK and most of Europe.
Tax or Sales Tax in the US.
Anything else if your region uses a different term.

The label appears in the totals block (e.g. “GST 10% $71.70”) and matters to your customer because they look at it to claim tax credits. Use the term they’d recognise.

The Tax Rate is the percentage applied to taxable lines. Set it once, toggle the per-line Tax checkbox on each invoice’s line items to control what’s taxable.

Not tax advice. Easy Invoice gives you the controls to format tax correctly; it doesn’t pick the right rate or label for you. Check the right values for your jurisdiction with your accountant.

Document title

Many countries have a specific term that’s required (or expected) on the document itself:

NZ / AU — invoices over a tax threshold must be titled “Tax Invoice” to be claimable.
UK — “Invoice” is fine, or “VAT Invoice” if VAT is shown.
US — “Invoice” is the standard.

For quotes, the same flexibility applies:

Quote — informal.
Quotation — slightly more formal.
Estimate — common for trades, where the final number may shift slightly.

Set both in Settings → Document Titles and every future document uses the term you chose.

Numbering

The default invoice prefix is INV- and the starting number is whatever Easy Invoice’s sequence assigns. Both are configurable:

Prefix. Common variants: INV-, INV/, your initials (AM-), your fiscal year (24-, 25-). Whatever your accountant prefers.
Starting number. If you’re migrating from another tool and have already issued INV-0042, set the next number to 43 so the sequence continues cleanly.

The same logic applies to quotes (QUO-), customers (CUS-), and items (ITM-) — all configurable from Settings → Document Numbers.

Currency

Set your Currency once in Settings → Preferences. Every new invoice and quote defaults to it. You can override per-invoice if you bill some customers in a different currency, but most teams have one base currency and stick with it.

Easy Invoice supports 18 currencies with proper local formatting — NZD $1,234.56, €1.234,56, ¥1,234, etc.

A five-minute checklist

If you’ve just installed Easy Invoice, run through this in Settings before sending your first invoice:

Upload your logo.
Fill in company name, tax number (if applicable), email, phone, address.
Set tax rate and tax label.
Set document titles (“Tax Invoice” / “Quote” or whatever fits).
Set number prefixes if the defaults don’t fit.
Pick your currency.

That’s it. Every PDF from this point onwards looks like yours.

Try it

Install Easy Invoice and walk through Settings — it’s a five-minute setup that pays back forever.