This step explains how to create the invoice template that defines the layout and content of your invoices, and the email templates used to deliver them. You use this step once your products, fields, and numbering are configured and you are ready to build the documents your customers will actually see. By completing this step, every invoice you send from Tribe will look professional, contain exactly the right information, and leave a strong impression.
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1. Create your first invoice template
An invoice template defines the structure, layout, and content of every invoice you send from Tribe. It determines what information appears, where it appears, and how it looks. Setting up a solid base template first ensures consistency across all invoices and reduces the need for manual adjustments later.
In this step, you build your first invoice template step by step.
2. Best practices for invoice template design
Creating a template that works is one thing, creating one that is clear, professional, and legally compliant is another. Before finalising your template, it is worth reviewing the best practices that experienced consultants typically share during setup sessions.
Taking the time to apply these principles means fewer corrections later and a better experience for your customers from day one.
3. Create email templates
Once your invoice template is ready, you need a consistent way to send it. Email templates in Tribe allow you to standardise the message that accompanies every invoice, so your team always sends the right communication without writing the same email repeatedly.
A good invoice email is clear and to the point. It confirms what is being sent, references the invoice number and amount, states the due date, and provides relevant payment instructions or contact details. Keeping it brief and professional respects your customer's time and reduces back-and-forth.
Create separate templates so your team always has the right message ready:
A standard invoice email for newly created invoices.
A credit note email for corrections or reversals sent to a customer.
Reminder emails per stage. These will be linked to your automated reminder setup in Step 4, so use the predefined emails as your basis.
Tips and Best Practices
Always send a test invoice to yourself before going live. Check that all fields are populated correctly, the layout looks as expected, and the email arrives with the right subject line and content.
Ask a colleague to review your template from a customer's perspective — they will often spot things you have overlooked.
If you offer services in multiple currencies, verify that your template handles currency symbols and formatting correctly for each.
Keep your email templates short. Customers open invoice emails to find the invoice, not to read a long message.
Plan a periodic template review — for example once a year — to ensure your templates still reflect your current branding, pricing structure, and legal requirements.
Quick Summary
Your invoice template defines how every invoice looks and what it contains. Your email templates ensure every invoice is delivered in a consistent and professional way. Together, they connect your configuration to real customer communication and set the standard for everything that follows.
Continue to the next step: Step 4: Configure Reminder and Payment Follow-Up