Use the template editor

Select an existing template or create a new one to launch the template editor. Use the editor to customize the content, appearance, and behavior of your templates.

Shows a new template. The options one can configure are gathered on the left; a document preview appears on the right

Configure General Options

These options determine how templates behave in the system. Select Save after making your choices.

Option	Description
Name	Give the template an informative name for future reference
Location	Enter the location of your company
Visible document statuses	Select which document statuses appear in the template. Documents in Procedure are shown by default. Additional statuses: Payment Promise, Dispute, Payment Plan, Outsourcing, Contractual Credit, Dispute Approval Required, Doubtful, Put on Hold, Multiple Payers, Paid Online.
Show only documents with days in procedure	Specify a range of days to show only that subset of documents
Show only due documents	Limits the document table to overdue documents only
Show totals in document table	Displays total amounts in the document overview table. You can also use replaceable tags to include totals in the message text.
Show reconciliations	Displays reconciliations in the document overview table
Attach PDF to email	Generates a PDF for every communication, even when reminder emails are not enabled for the account contact
Attach a document list to the email	Attaches the document list in Excel format

Change Document Overview

Use these settings to select the columns that appear in the template’s document overview and customise the table appearance. Select Save after making your selections.

Appearance options:

Hide vertical grid lines
Change the colour of the table header
Change the colour of the Total cell
Align totals on the right side of the cell
Split the document table by overdue and not-overdue documents

Standard columns (drag and drop to change order):

Column	Column
Document	Remaining amount
Debit	Original amount
Credit	Internal comment
Date	Description
Due date	Account name
Days due	Account reference
Interests	Constituent name
Days in procedure
Debit in original currency

Add Languages to a Template

Select the plus sign to add another language to the template. Select the language and then select Add language. Use the dropdown to toggle between languages.

Select the trash can icon → OK to remove a language from the template.

Change Template Text and Add Images

Select Email, PDF, or Text → Change text to create the message content of a template. Messages appear below the document overview table.

In the rich text editor you can:

Enter a message subject
Edit the body text
Change the date format
Insert replaceable tags. See Use Replaceable Tags for the full tag reference.

You can also add images by copying and pasting them directly into the editor. You cannot edit or resize images in the editor - complete any image editing before pasting.

Change PDF Background and Margins

When creating a PDF template, select Change background to customise the document appearance. Choose from the following options and then select Save:

Option	Description
Use PDF background from company settings	Uses the global company-wide background configured on the Company details page
Use PDF background on account level	Uses the PDF background tied to the account-level background setting. When the value of this field matches the name of a PDF background in the branding library, that background is used. If no match is found, no background is used.
Upload PDF background	Adds a new PDF background to this template only

Frequently Asked Questions

How do I change the account number on my templates?

Select Settings → Company details and then select the relevant company. Update the account number, IBAN, and BIC fields as needed. Then use replaceable tags to insert the correct information into your template.

There is a blank space under the invoice table in my template. Can I remove it?

The space cannot be removed but it can be minimised. Add text directly under the invoice-overview replaceable tag to reduce the visible gap.

Need Help?

If changes to a template are not appearing in sent reminders, confirm that the template was saved and that the correct language version is linked to the account. Contact the Billtrust Support team for further assistance.