Put your logo, company details and terms on your documents

Introduction

Every rental agreement, pickup and return form, invoice and credit note the app makes carries a letterhead: your logo and name at the top, and your registration and bank details at the bottom. None of that is typed onto each document. The app copies it from the branch the booking belongs to, so you fill it in once, on the screen headed Branch, and every new document picks it up.

That screen has a column of company details down the left (name, contact details, bank, VAT and registration numbers), the branch address beside it, and four tabs underneath: Logo, Customer portal, Financials and Misc. Your terms and conditions are kept somewhere else, on the Legal screen, as two PDF files the app attaches to its booking emails.

You come here when:

• You have just started with the app and your documents still show the example details.
• Your company has a new logo, a new bank account or a new VAT number.
• A customer's accountant says your invoice is missing your registration number.
• Your lawyer has sent a new version of your terms and conditions.
• You open two branches under different company names and each needs its own letterhead.

Terms used on this screen

How to use

Configuration

The letterhead has two parts: the branch details and the terms and conditions files.

Filling in a branch

1. From the main menu open Admin, then Product design, then click the Branches tile. A list of your branches opens.

2. Click the edit icon at the end of the branch's row. To add a second trading name, click New above the list instead.

3. Fill in the fields in the left column. Skim the table below once; you will come back to rows as you need them:

   Field	What it does on a document	What it accepts
   Is active	Nothing on documents	Yes or no
   Name	Your trading name, at the top of the document and in the footer	Required
   Branch code	Not printed	Up to four characters
   Phone number	Printed on manual and combined invoices	Required. Digits only, at least nine, no spaces or plus sign
   Email	Printed on manual and combined invoices	Required. A valid email address
   Website	Printed at the top of every document	Required. For example www.jansenverhuur.nl
   Website full	Not printed on documents	The full address, starting with https://
   Bank	Your bank's name, in the footer	Free text
   Iban	Your account number, in the footer	Required. Must be a valid account number
   BIC	Your bank's code, in the footer	Required. Eight or eleven letters and digits
   Vat number	Your VAT number, in the footer	Required
   Chamber of Commerce	Your registration number, in the footer	Required
   Chamber of Commerce label	The word printed in front of the registration number	For example KvK, or Ambtsgericht Passau, HRB in Germany

4. Fill in the address beside it: Postal code, House number, City, Country and Street are all required. House number addition is optional.

5. Add your logo. Open the Logo tab and use the upload control to choose the image file from your computer. A small preview appears. It is printed 72 pixels high, so a wide, clear logo prints best.

6. Open the Misc tab:

   Field	What it does
   Brand primary color	Stores your brand colour as a colour code, such as #1A5EAB. None of the current document layouts uses it yet, so it does not change how your PDFs look.
   Representatives	The people who may sign for the company. Printed in the footer after Representatives:. Leave it empty and that line disappears.
   Subtitle	A short line after your trading name in the footer, such as "Bus- en personenverhuur"

7. Press Save. If a required field is empty or wrong, the app shows Branch invalid and marks the field, for example Iban is invalid or Phone is invalid. Correct it and press Save again. Cancel throws away your changes.

The Customer portal and Financials tabs are about your customer portal and online payments, not the letterhead; see the branches page for those.

Linking a location to a branch. A document takes its letterhead from the branch of the booking's pickup location. Open Admin > Product design > Locations, open the location, and check the branch selector at the top of the Core tab. A location cannot be saved without one (Branch is empty).

Adding your terms and conditions PDFs

1. From the main menu open Admin, then Settings, then click the Legal tile. Three tiles appear: B2B Terms, B2C Terms and Highlighted Terms.
2. Click B2B Terms. A small window opens with Name, Size and a file upload.
3. Upload your terms for business customers as a PDF. Check Name: it becomes the file name the customer sees on the attachment, so keep it ending in .pdf, for example Algemene voorwaarden zakelijk.pdf. Leave Size alone.
4. Press Save.
5. Do the same under B2C Terms for your terms for private customers.

Highlighted Terms is the short block of agreement text printed on the rental agreement itself; see what prints on a document.

Before you start: the Branches, Locations and Legal screens need a company administrator account. Other staff cannot open Admin > Product design or Admin > Settings. Your documents also need the right Header style and Footer style, which decide how much of this information is printed; see what prints on a document.

Using the letterhead

There is nothing to do day to day. Once the branch is filled in, the app puts its details on every document it makes from then on, and the terms files go with every booking email that carries them.

Checking the result. Make a new document for a test booking, for example a new rental agreement, and open the PDF. See the documents the app produces for where each document is made. Check that the logo is sharp, that the name matches your registration exactly, and that the account number matches your bank statement.

Changing a detail. Edit the branch as in Configuration, then press Save. The change applies to documents made after that moment.

Key details

What goes where. Your company settings offer two footer styles, A and B, and two header styles.

A worked example. Branch Name Autoverhuur Jansen B.V., Subtitle Bus- en personenverhuur, Chamber of Commerce 12345678 with label KvK, Bank ABN AMRO, Iban NL91ABNA0417164300. With footer style B, the footer reads Autoverhuur Jansen B.V. - Bus- en personenverhuur, then KvK: 12345678 and ABN AMRO, NL91ABNA0417164300. With footer style A, the same branch prints CoC: 12345678 and IBAN: NL91ABNA0417164300. The label and the bank name are not used.

Which branch a document uses. Agreements, pickup and return forms, invoices and credit notes for a booking use the branch of the booking's pickup location. A booking picked up in Utrecht and returned in Amsterdam carries the Utrecht location's branch. An invoice you raise by hand uses the branch you choose on it; see Raise an invoice by hand. The address and phone number in the style A header come from the pickup location, not from the branch.

Invoices raised by hand and combined invoices have a fixed letterhead. They ignore the header and footer styles. At the top they print the logo, the branch Name, the branch's own address, Phone number, Email and Website. At the bottom they print CoC:, VAT:, IBAN: and BIC:, the same as footer style A. That is why Phone number and Email on the branch matter even when your agreements never show them.

One company, several trading names. Each branch has its own logo and details. If your Utrecht locations trade as one company and your Amsterdam locations as another, create two branches and link each location to the right one. Every booking then carries the letterhead of the place the customer picks up.

When the terms are attached. The app attaches one file to the Booking confirmation, Booking confirmation advance payment, Booking confirmation full payment with deposit and Pickup completed emails. A customer with is company set to yes gets the B2B Terms file; everyone else gets B2C Terms. There is one file of each kind for the whole company, not one per branch or per language. See automated emails for the emails themselves.

Emails. The app does not put your logo into its emails. Email texts can include your branch name and account number with merge fields; see automated emails.

What to do next: set the header and footer styles in what prints on a document, then make one test document to check the result.

Q&A

Why does an old invoice still show our previous bank account? A document is saved as a PDF when it is made. Changing the branch only affects documents made afterwards. To get an updated copy, make the document again; see finding and re-sending a document.

Why is there no logo and no company name at the top of a rental agreement? The booking's pickup location has no branch, or its branch has no logo. Check the location under Admin > Product design > Locations, then the Logo tab on the branch.

Why does one location's paperwork show a different company name from the rest? That location is linked to another branch. Open the location and change the branch on the Core tab.

Why can't the customer open the terms attachment? The attachment is named after the Name on the B2B Terms or B2C Terms window. If the name does not end in .pdf, some email programs do not know how to open it. Add .pdf to the name and press Save.

Why did a private customer receive our business terms? The customer record has is company set to yes. Correct it on the customer record; see Create a customer record.

Why is my registration label missing from the footer? Your documents use footer style A, which always prints CoC: and ignores Chamber of Commerce label, Bank, Subtitle and Representatives. Switch to footer style B; see what prints on a document.

Why won't the branch save, even though I only changed the logo? The app checks every required field on each save. An older branch may have an empty Website or a phone number with spaces. Fix the field the message points to.

I changed Brand primary color and my documents look the same. That is expected. The colour is stored, but no document layout uses it yet.

What does Use location data on the Documents settings do? Nothing at present. It does not switch the letterhead to location details.

Related pages: what prints on a document for header and footer styles, document language for the language a PDF is made in, and branches for creating a branch and its payment settings.