Customize your invoices with Magic Heidi

Why customize your invoices?

A polished, customized, and well-structured invoice strengthens your brand image and makes it easier for your clients to understand. Magic Heidi offers numerous options ranging from simply adding a logo to creating complex invoices with sections, hourly items, and deposits.

• Visual identity -- Logo, messages, and professional layout
• Clear structure -- Sections, headers, and automatic formatting
• Time savings -- Default messages and automatic attachments

What you'll learn in this guide

Logo and attachments

Add your logo and supporting documents to all your invoices automatically.

• Add your logo in PNG or SVG format
• Attach your terms and conditions as a PDF
• Instant preview of the result
• Horizontal format recommended

Default messages

Set up recurring messages for your invoices and quotes effortlessly.

• Default message for invoices
• Default message for quotes
• One-time modification possible
• Signature field for quotes

Structure and items

Organize your invoice lines with sections, titles, and descriptions.

• Standard and hourly items
• Automatic title/description formatting
• Sections and visual separators
• Custom units

Documents and deposits

Generate different types of documents and deposits in one click.

• Invoices with integrated QR code
• Quotes with signature field
• Order confirmations
• Percentage-based deposits

Step 1: Configure the general settings

The first step of customization takes place in Magic Heidi's settings. This is where you define the elements that will appear on all your invoices by default.

Add your logo

Go to Settings > Customize Invoice, select your logo image, and use the preview to check the result. Use a PNG or SVG file with a transparent background for optimal results. Prepare your logo in horizontal (landscape) format so it integrates seamlessly into the header.

• Settings > Customize Invoice
• Image upload button
• Preview with random test invoice
• Recommended format: transparent PNG or SVG

Attach a default document

If you want your general terms and conditions, a standard contract, or any other document to systematically accompany your invoices, Magic Heidi allows you to add a default PDF attachment. This document will be automatically appended to the end of every invoice sent.

• Attachments section in Customize Invoice
• PDF file upload
• Automatic attachment to every invoice
• Ideal for payment terms and T&Cs

Set default messages

Default messages save you from manually entering a recurring note on each document. Set up a message for invoices (e.g., Thank you for your trust) and one for quotes (e.g., Quote valid for 30 days). You can always modify them on a case-by-case basis.

• Default message for invoices
• Default message for quotes
• Automatic display at the bottom of the page
• Can be modified per document

Step 2: Create and customize an invoice

Once the general settings are configured, let's move on to the actual creation. Add header notes to contextualize each invoice with the project name or billing period. Modify the message at the bottom of the page for a specific invoice without affecting your default settings. Change the language and currency for your international clients.

Generate different document types

Magic Heidi is not limited to standard invoices. Thanks to document templates, you can generate several types of documents from the same data. Switch between templates at any time.

• Invoice -- Standard document with integrated QR payment slip
• Quote -- Without QR code, with signature/date field for validation
• Order confirmation -- Without QR code, to confirm the acceptance of an order
• Deposit -- Specific document for invoicing a percentage of the total amount

Structure your items professionally

One of the most powerful aspects of Magic Heidi lies in how you can organize your invoice lines to make them clear and visually appealing.

Standard items vs. hourly items

When you add an item to your invoice, you can choose between two types:

• Standard item: a product or service with a unit price and quantity.
• Hourly item: work billed by the hour, with an hourly rate, a time range (from/to), and a date.

The hourly item is particularly suited for freelancers who bill by the hour. Time information is automatically recorded and displayed elegantly on the invoice.

Automatic title/description formatting

Magic Heidi applies intelligent automatic formatting to your items:

• A single line of text: the title displays normally.
• Two or more lines: the first line automatically becomes a bold title, and the following lines appear as a description below.

For example: write "Example Product" on the first line and "Detailed product description, specifications, etc." on the second. Example Product will appear in bold, followed by the description in regular text.

Create sections and separators

For invoices with many items, organize them into thematic sections:

Section header: Add an item with the section name (e.g., Products), price set to 0 and quantity set to 0.

Separator space: Add an item with an empty description, price and quantity set to 0.

Custom units

For non-hourly items, include the unit directly in the description:

• "4.5 kilos -- Product A"
• "250 grams -- Product B"

Generate a deposit in one click

The deposit feature is essential for freelancers who want to secure part of the payment before starting a project. Open the invoice, click on Deposit, enter the desired percentage (e.g., 20%) and confirm. Magic Heidi automatically generates a deposit invoice with the total price, the calculated amount, and the corresponding QR payment slip.

Customization options summary