Branding Your Documents

Every document that Beelocity prints follows one house style. That includes invoices, credit notes, quotations, purchase orders, delivery notes, statements and employment attestations. The printed page is clean and typewriter-set, with lines and not boxes and fills, so it photocopies and faxes cleanly. Document Settings is where you make it yours. You set your logo, your colour, your paper and your wording, and you never touch a template.

This page is for whoever owns how the company looks on paper, usually the manager or the accounts department.

Before you start

Two things must already be in place:

• Your organization profile holds the legal name, the address and the identifiers printed on every document. The logo belongs to it, so the profile has to exist before you can upload a logo. See Printing and Sharing Documents for what the profile needs.
• At least one document of the type that you are branding. The page previews your newest real invoice, quotation or delivery note, and not a sample. If none exists, the preview pane tells you what to create first.

You need the organization-profile permission to open the page, and the matching update permission to save.

Open the page

Click the square with your initials in the top corner of the screen and choose Settings. Then choose Document Settings under Identity. On a wide screen, the settings are on the left and a preview of the document is on the right.

At the top of the settings, Document type chooses the document that you are working on. Each type keeps its own settings, so an invoice can carry columns that a quotation does not. Pick the type, then click Edit. You cannot change the type while you are editing.

Your logo

Every document type shares the logo, which is why it sits above the settings of each type.

1. Click Upload logo and choose a PNG or JPEG file. It can weigh 1 MB at most, and each side can be 4,000 pixels at most. A letterhead logo prints small and needs far fewer pixels than that.
2. The logo appears in the frame at once, and on the next document that you print. It prints above your legal name, fitted into a 32 × 12 mm box. A tall logo and a wide one both fit without being stretched.
3. After that, Replace logo swaps it and Remove logo takes it off future documents. Nothing else touches it. If you save your organization profile or anything on this page, the logo stays exactly where it is. A stored copy keeps the logo that it was produced with.

Beelocity does not accept SVG files. 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 it to the table:

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

A delivery note never gains a price column, whatever you tick. It travels with the goods, and a driver and a storeman sign it. Prices on it would give your commercial terms to people who have no reason to see them. A statement is a ledger and keeps its own columns.

Totals

• Show tax breakdown prints one row per value-added tax rate under the subtotal (Tax 19.00 %, Tax 9.00 %). An Algerian invoice normally shows this. Untick it to print a single tax row.
• Show amount in words prints the total in words under the totals, in the document’s language. Invoices usually show it. Untick it on documents where it adds nothing.

Header, footer and standing terms

You can write each of these in up to three languages: English, French and Arabic. The document prints the one that matches its own language (how Beelocity decides). If you leave a language empty, the document uses another one that you filled in, English first.

• Header line prints once, above everything, on the first page. Use it for a tagline, or for what you trade in.
• Footer line prints at the foot of every page, above the page number. It is the usual place for legal text, such as SARL au capital de 1,000,000 DA, RC 16/00-1234567 B 21, NIF …. Keep it to a line or two, because it sits in the bottom margin.
• Standing terms is a paragraph printed under the payment terms on invoices, quotations and purchase orders. It can say how to pay, the late-payment penalties and your bank’s name. It never prints on a credit note, because nobody pays a credit note.

Signature block

Quotations can carry a block for the client to sign. Delivery notes can carry two, for the driver and the receiver. Tick Print a signature block to print them. Until you tick it, the page shows none of the block’s settings. After you tick it, you can set these:

• Signature label replaces the standard heading, for example with Bon pour accord.
• Signatory is a name printed under the line.
• Print a line to sign on prints the line itself.

A delivery note’s two blocks keep their standard headings, Shipped by and Received by. A handover needs both parties named, and one label cannot name two.

Some papers print a signature block even if you do not tick the box. These are the employment attestation, the work certificate, the payslip, the final pay statement, the transfer listing and the landed-cost sheet. If you tick the box on one of these types, these settings apply to its block.

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 your own content. You can replace three regions:

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

Each row opens only what its kind uses. Text opens its words and their style, Document field opens the field, and Space opens its height. Your logo and Line ask for nothing more.

Rows print in the order that they are listed. If you leave a region’s list empty, the standard layout comes back, so you have no separate “revert” to remember.

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

The list holds everything that a block can say. You cannot write a condition (“only when overdue”), a repetition (“one row per line item”), a calculation or a colour. This is on purpose, and it is not unfinished. Everything on a document that you send is either a figure that Beelocity computed or text that you wrote. That is how a document keeps saying what your records say.

If you need something that the list cannot do, tell us. That is a conversation about the standard layout, and not a setting that you are missing.

Saved blocks are versioned

Every save writes a new version and leaves the last one as it was, because each stored copy points at the version that produced it. That is why nothing you do here can change a stored copy. It is also why the page tells you which version is in use.

Wording

Label overrides let you re-word any label that the documents print, per language. Click Override a label and pick the label. The list shows each label’s key and its standard wording in your own language. Then type the wording that you want in each language. If a language stays empty, it 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, as it would print. It uses the Preview language that you pick, and it opens on English. This choice changes the preview only. A printed document takes its language from the partner or from your organization (how Beelocity decides).

While you edit, you can open More actions (three dots) and choose Refresh preview at any time. Beelocity produces the document again with your unsaved changes, so you can try a colour or a column and look at it before you commit. A preview stores nothing. If you close the page without saving, no document has changed.

Before anything is sent, the form marks a value that a save would refuse. That covers a colour that is not six hexadecimal digits, a margin outside its range and a footer longer than 1,000 characters.

What changes, and what never does

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

They never change a stored copy. After a document is sent, shipped or issued, download it again and you get the same file, byte for byte, old colour and all. A new document picks up the new settings. So does a draft at its next download, and so does any print, because Print always produces the document again. This is on purpose: the copy in your client’s file and the copy in yours stay the same document.

Why there is no template editor

Every Beelocity document comes 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. You never edit or upload the template itself, and we do not plan to add that.

We made this choice in your favour, for three reasons:

• Your documents keep working. A template is a program. If you could edit it, you would have to debug it on the day an invoice will not print and a client is waiting.
• Nothing you configure can break the template. Every control on this page holds a value, not code. A wrong setting cannot take the system down. Usually it gives a document that looks wrong. If your text holds a character that the fonts cannot show, printing stops with a message that names it. If an image is too large, printing stops and says so.
• The legal content stays right. Identifiers, totals, the tax breakdown and the amount in words follow Algerian norms, and they stay that way, whatever branding sits around them.

If you need something that the settings cannot do, talk to us. That could be a column that appears only on overdue invoices, or a computed figure of your own. You do not write a template for it.

If something looks wrong