Invoice templates define the layout and content of every invoice you send from Tribe. Setting one up correctly means your invoices will always look professional, include the right information, and be ready to send in just a few clicks. By following this guide, you will learn how to build a basic invoice template step by step. From opening the template editor to adding product lines, company details, and an accompanying email template.
Prerequisites
Before building your invoice template, make sure the following conditions are met:
The Invoicing Module is activated in Tribe. To activate it, click the Organisation icon in the top-right corner and select Subscriptions and Licenses, click Add/Remove Modules, and tick Invoicing Module.
You have administrator rights in Tribe. Template settings are managed from Configuration, which requires admin access.
At least one invoice activity exists in Tribe. The template preview uses real data, so having an existing invoice allows you to see accurate results when previewing.
Note: Invoice templates are separate from email templates. An invoice template defines the PDF document your customer receives. The email template defines the message that delivers it. This guide covers both.
Steps:
1. Open the Invoice Template Editor
Navigate to Configuration in the main navigation.
Go to Invoicing.
Click the Merge Templates tab.
Click + Add to create a new template.
Enter a clear Template Name, for example, Standard Invoice.
Click Save and Open to proceed to the template editor.
Tip: Tribe provides a standard example invoice template. If you prefer to adapt an existing template rather than start from scratch, open the example template and customise it to suit your organisation.
2. Configure the General Settings
The general settings control the overall appearance of your invoice document.
In the first settings block at the top of the editor, review and set the following:
Template Name | Confirm or update the name you entered |
Margins | Set the page margins (top, bottom, left, right) to match your layout preferences |
Font | Choose a font that matches your organisation's house style |
Language | Set the language of the template. This controls how standard labels (such as column headings in the product block) are displayed on the document |
Note: Changes to the language setting affect how Tribe automatically translates standard product line block labels. Make sure this matches the language in which you invoice your customers.
3. Build the Template Content
Templates are built using blocks. Each block controls a distinct element of your document, such as text, your company logo, or product lines. Blocks are added using the + icon that appears above and below each existing block in the layout.
For a basic invoice, add the following blocks in the Content tab:
Logo block | Click + and select Logo from the block picker | This automatically inserts the company logo stored in your Tribe environment |
Text block (sender details) | Click + and select Text | Enter your company name, address, and contact details. You can also use merge fields to pull in data stored in Tribe dynamically. For example, the employee's name or contact details |
Text block (recipient details) | Add a second Text block | Use merge fields to insert the relation's name and billing address. Click Add Field inside the text block to browse and insert available fields such as Relation Name, Address, and Financial Email |
Text block (invoice metadata) | Add a Text block for the invoice date, invoice number, due date, and payment terms | Use merge fields to insert these values automatically. The invoice number and date are generated by Tribe when the invoice is sent. |
Tip: Use the Columns block to place your company details and the recipient details side by side on the page. Click +, select Columns, and add a Text block inside each column.
4. Add a Product Line Block
The product line block is the core of every invoice template. It displays the products and services being billed, along with quantities, prices, VAT, and totals.
Click + below your invoice metadata block.
Select Product Lines from the Common Blocks section.
The block is added to your template.
With the block selected, review the settings on the right-hand side and configure the display options for your organisation. Common choices include:
Split Product Groups | Group products by product group instead of listing all lines together |
Hide VAT Per Line | Hide VAT percentages per line while keeping total VAT calculations visible at the bottom |
Totals Excl. VAT Only | Show only totals excluding VAT |
Display Item Numbers | Show product item numbers if your products use them |
5. Add a Header and Footer (Optional)
Headers and footers appear on every page of the printed invoice. They are useful for including your company logo, page numbers, or legal notices.
Click the Header tab in the template editor.
Add a Logo block or a Text block with your company name and any required contact information.
Click the Footer tab and add any legal text, bank details, or page number merge fields.
Tip: If you use the same header or footer across multiple templates, consider creating a Sub Template (partial template). Add the shared content once, then insert it into any template using the Part Template block. Any future update to the sub template will automatically apply everywhere it is used.
6. Preview the Template
Before saving your template as ready for use, preview it with real data to verify the layout and merge fields are working correctly.
Click the Preview tab in the template editor.
Tribe will generate the template using an existing invoice activity. Select an activity from the list to see the template populated with real data.
Review the output. Check that the layout, merge fields, product lines, and totals appear as expected.
Return to the Content, Header, or Footer tabs to make any adjustments.
Note: If the product line block appears empty in the preview, ensure the selected invoice activity has products added to it. The preview requires real activity data to display product lines.
7. Create an Accompanying Email Template
An invoice template defines the PDF document. To send it to a customer, Tribe also needs an invoice email template — the message that accompanies the PDF attachment.
In Invoicing, click the E-mail Templates tab.
Click + Add.
Enter a name for the email template, for example, Standard Invoice Email.
Click Save and Open.
Add a Text block and write the body of the email. Use merge fields to personalise it, for example, inserting the relation's name or the invoice amount.
Optionally, enter a default Email Subject in the general settings of the email template.
Did you know? If you use the Mollie payment integration, you can add a payment link to your invoice email template by inserting Add Field, selecting Invoice, and choosing Payment Link inside a text block. Customers can then pay directly from the email.
Once both the invoice template and email template are saved, they are available for selection when creating a new invoice in Tribe CRM.
Quick Summary
Creating your first invoice template in Tribe CRM involves navigating to Merge Templates, configuring general settings such as name, font, and language, and building the layout using blocks — including a logo, text blocks for company and recipient details, and the product line block. You can optionally add a header and footer, preview the template with real data, and create a companion email template under the E-mail Templates tab. Once complete, the template is ready to use whenever a new invoice is created.