Every Document Your Shop Sends, On Your Terms

An invoice is the last thing a customer sees before they pay. A quote is often the first document they receive with your name on it. A traveller sheet follows a job from machine to dispatch. These documents do more than carry information — they carry an impression of how your operation runs.

Phasio's document templates let you control exactly what every outgoing document looks like, from customer-facing invoices and estimates to internal production sheets and shipping labels.

GETTING STARTED

Navigate to Organisation in the main sidebar and select Templates. Click + to create a new template, choose the document type and language, and the editor opens pre-filled with a working default layout. No template design experience required.

WHAT CHANGES FROM DAY ONE

Phasio covers nine document types: Order Invoice, Order Estimate, Order Confirmation, Traveller Sheet, Certificate of Conformity, Consignment Label, Custom Document, Group Traveller, and Order Traveller. Each type serves a specific moment in the order lifecycle, and each can be customised independently.

Every template supports two editing modes. The Visual tab is click-to-edit with a formatting toolbar — headings, tables, links. The Source tab opens the HTML directly with syntax highlighting. A Variables panel lets you insert dynamic fields like order number, customer name, pricing totals, and part details without typing the syntax yourself. A live Preview panel on the right shows how the document will render with sample data, so you're not guessing.

Templates are stored per language. Phasio supports multiple languages, including English, German, French, Spanish, Dutch, and others. When generating a document, Phasio picks the version that matches the customer's language setting and falls back to English if no match exists. For shops with customers across multiple countries, this means the same invoice logic runs for everyone — the language handles itself.

For production documents, the Group Traveller and Order Traveller templates are particularly detailed. A Group Traveller can show a routing matrix: one row per part, one column per workflow step, so whoever picks up the batch can see at a glance what has and hasn't been completed. Variables pull in machine, material, batch identifier, due date, and per-part quantities from the active production run.

If you'd rather describe what you want than write HTML, there's an AI writing assistant built directly into the template editor. Give it a plain-language description — "invoice with logo on the left, company details on the right, hide the PO number row when no PO is set" — and it writes the template for you.

WHY IT MATTERS

Most quoting and MES platforms generate documents that look like they came from the software, not from the shop that sent them. Customers notice. For service bureaus that compete on reliability and professionalism, a generic-looking invoice or estimate is a small friction point that adds up.

Beyond branding, the practical benefit is consistency. When a document template pulls data directly from the order rather than being filled in manually, there's no version where someone forgot to update the address or the PO number is missing. The Certificate of Conformity, for example, can be generated automatically with the correct order details — no manual assembly required.

For shops with a European customer base, the multi-language support removes a category of admin work that's easy to underestimate. One template per language, maintained in one place, applied automatically by customer.

The AI assistant in the editor is worth noting for non-technical teams. Custom HTML templates have historically required at least some developer involvement to set up properly. With the AI assistant, an operations manager can describe the layout they want in plain language and get a working template back without writing a line of code.