SubscriptionFlow documentation

PDF Invoice Template

The PDF Invoice Template settings let you brand the invoices customers download from their dashboard — your company details, wording, and colors.

Available onPro

Documents version1.5.5

Last updated

On this page

Where to find it: SubscriptionFlow → Settings → PDF Invoice Template.

What this does

It controls the look and content of the branded PDF invoices generated for customer orders (downloaded from the Invoices section of the dashboard). You set it once, and every invoice uses it.

Why it exists: professional, branded invoices build trust and satisfy customers’ record‑keeping and tax needs.

The settings

Field What it controls
Company Name / Address Your business identity on the invoice.
VAT Number / Phone / Email / Website Your contact and tax details.
Headline The main heading of the invoice.
Greeting A personalized opening line (supports placeholders — see below).
Intro Text A short introduction under the greeting.
Tax Label The label used for the tax/VAT line (e.g. “TAX INVOICE”).
VAT Note A legal/tax note shown on the invoice.
Thank You Text A closing message.
Table Header Background / Total Background Colors for the invoice table header and total row.

Placeholders you can use

In text fields like the Greeting, insert placeholders that fill in automatically per customer/order:

[firstname] · [lastname] · [email] · [invoice_date] · [payment_date] · [print_date] · [order_id] · [subscription_id] · [customer_number]

For example, a greeting of Hello [firstname], becomes Hello Maria, on Maria’s invoice.

How to set it up

  1. Go to Settings → PDF Invoice Template.
  2. Fill in your company details and contact info.
  3. Write your Headline, Greeting (with placeholders), Intro, Tax Label, VAT Note, and Thank You text.
  4. Pick your table header and total background colors.
  5. Save Settings, then download a test invoice from a customer’s order to check the result.

Tips & Best Practices

  • Complete your legal details. VAT number and address keep invoices compliant for business customers.

  • Use placeholders for a personal touch — a named greeting feels far more professional than a generic one.

  • Match colors to your brand for a polished, consistent look.

  • Preview a real invoice. Download one from an actual order to confirm spacing, colors, and placeholders look right.

Frequently Asked Questions

Is the PDF invoice available on the Free plan?

No — branded PDF invoices and this template are Pro features.

Where do customers get the PDF?

From the Invoices section of their dashboard (Pro). Admins can also access order invoices from a license’s edit screen.

Which placeholders can I use?

[firstname], [lastname], [email], [invoice_date], [payment_date], [print_date], [order_id], [subscription_id], [customer_number].

Can I change the invoice colors?

Yes — set the table header and total background colors.

Will changing the template affect old invoices?

Invoices are generated on download, so they reflect your current template settings.

Do I need a separate PDF plugin?

No. SubscriptionFlow generates the branded PDF using these settings.

Customer DashboardSubscriptions & InvoicesInside the customer dashboard, subscribers manage their plans in Subscriptions and reach their Invoices. What customers can and cannot do there.SettingsDashboard SettingsThe Dashboard settings tab controls how logged-out visitors reach your customer dashboard — and reminds you of the shortcodes for placing it.SettingsCheckout SettingsThe Checkout settings tab sets your store-wide checkout defaults — layout, visual preset, and trust messaging — for the SubscriptionFlow checkout enhancements.Admin DashboardLicensesManage every license your store has issued — extend, cancel, refund or change a customer's plan. The screen you will use most for customer support.