Invoice & document designer

The Invoice & Document Designer lets you build and manage branded document templates — invoices, receipts, and credit notes — that Retailos generates, emails, and makes available to customers automatically.

How to set it up

1. Go to /app/document-designer. You'll see separate template slots for each document type: invoice, receipt, and credit note.
2. Create a new template or edit an existing one using the visual editor. You can type freely and insert tokens (placeholders that fill in real data at generation time). Supported tokens include:

• {{store.*}} — your store details such as name, address, and GST number
• {{order.code}} — the order reference number
• {{items.*}} — line items, quantities, rates, and totals

1. Optional — AI draft: Upload a reference image of an existing invoice or document. The AI will generate a starting template that matches its layout, which you can then edit.
2. Once your template looks right, mark it as the active template for that document type. Retailos will use the active template whenever it needs to produce that document going forward.
3. Save your template. Retailos can now generate PDFs from it, deliver them by email, and serve them through the customer portal.

How it works

• Each document type (invoice, receipt, credit note) has exactly one active template at a time. Switching the active template does not affect documents already generated.
• When an order reaches the relevant stage, Retailos generates a PDF using the active template for that document type, populates all tokens with live order data, and sends it to the customer by email.
• Customers can also log in to the customer portal and download their documents directly — no separate setup needed on your end.

Tips

• Keep your {{store.*}} tokens up to date in your store settings. Every document pulls from that single source, so one update reflects everywhere.
• Use the AI draft feature to get a head start if you already have a printed or PDF format you like — upload a clear, flat image of it for best results.
• You can maintain multiple saved templates per document type (for example, a GST invoice and a simplified receipt) and switch the active one whenever needed.
• Preview the generated PDF before setting a template as active to catch token errors or layout issues early.

Troubleshooting

• Token shows as blank in the PDF — check that the token name is spelled exactly right, including the dot notation (e.g., {{order.code}} not {{order_code}}). Also confirm the corresponding data exists on the order.
• Customer says they didn't receive the document by email — verify that the customer's email address is captured on the order and that your store's outgoing email settings are configured correctly under your store settings.
• AI draft doesn't match your reference image well — try uploading a cleaner, higher-contrast image with clearly separated sections. Handwritten or heavily stylised formats may produce less accurate drafts.