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How to Customize Your Invoice Template in Artwork Archive

Add your logo, bio photo, or a custom letterhead to your Artwork Archive Invoices, and set default notes that appear on every Invoice you send.

You want your Invoices to reflect your brand, but you do not want to build them from scratch every time. Add your logo or headshot and a custom letterhead once, and every Invoice you send carries them.

Add Your Logo or Bio Photo to Invoices

  1. Navigate to the My Profile tab in your left-side menu

  2. Select Profile Info in the top menu

    The Profile Info tab under My Profile, where a bio photo and logo are uploaded.

  3. Upload a bio photo and a logo

  4. Select Save

Did you know?

If you upload both a bio photo and a logo, the logo is the one applied to your online Invoices and Invoice URLs.

Add a Custom Letterhead to a PDF Invoice

PDF Invoices can carry a custom letterhead. That letterhead is the Saved Header on your Reports page, the same image your Reports use, so you only upload it once.

  1. Navigate to Reports/Docs > Reports in your left-side menu

  2. Select Saved Header at the top right of the page

  3. Under Report Header, select Choose File and upload your letterhead

    • The recommended size for header images, Invoices included, is 1600px by 300px

  4. Select Save Header

  5. Create your Invoice

  6. When you are ready to send it, select Generate Invoice PDF

    The Send Invoice menu with the Generate Invoice PDF option.

  7. Choose the details you want to include, then generate your PDF

    The PDF Invoice customization options, with toggles for the header, logo, and Invoice details.

PDF Invoice Example with a Logo

A PDF Invoice with the logo shown at the top.

PDF Invoice Example with a Letterhead

A PDF Invoice with a full-width letterhead image across the top.

Set Default Notes on Every Invoice

Set default Invoice notes so details like copyright or payment information appear on every Invoice without retyping them.

  1. Navigate to Account > Set Default Invoice Notes

    The Account page with the Set Default Invoice Notes option in the Account Data section.

Did you know?

The rich text editor in the Set default notes for new invoice section lets you format your text so important information stands out. Use bold for headings, italics for emphasis, and bulleted or numbered lists to organize details like payment terms or shipping policies.

The link button lets you add clickable links to your website or Public Profile. Once you save your default notes, they appear at the bottom of every new Invoice you create.

The Set default notes for new invoice field with the rich text editor toolbar.

Note:

Paste the full URL when you add a hyperlink in the Notes field. Your URL needs to start with https:// or the link will not work. Always copy the full address from your browser address bar.

Correct: https://www.artworkarchive.com

A Notes field hyperlink entered with the full https:// URL.

Incorrect: www.artworkarchive.com, which is missing https://

A Notes field hyperlink entered without https:// at the start.
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