Customizing Invoices & Quotes
ProAdd your logo, accent color, and payment instructions so every invoice and quote you send looks like your business - not a generic template.
What customization controls
Every invoice and quote you download or print pulls four things from your Organization Profile:
- **Business header** - your business name, address, phone, website, and tax ID, printed at the top of the document
- **Logo** - displayed next to your business name
- **Accent color** - used for the header underline, the totals bar, and the payment instructions block
- **Payment instructions** - a free-form block printed above the line items telling your customer how to pay you (mailing address for checks, ACH details, online payment links, etc.)
Customization is a Pro plan feature. On the free tier, your business name and address still appear on documents (so customers know who they're paying), but the logo and accent color are not used and a small "Powered by RadiusOS" attribution is printed in the footer.
Setting up branded documents
Open Settings → Organization
Click Settings in the sidebar, then Organization. Scroll down to the Document Branding section.
Upload your logo
Click "Upload logo" and pick a PNG, JPG, SVG, or WebP file. Max 2MB. Square or wide logos work best - very tall logos may shrink in the header. Replace or remove anytime.
Pick an accent color
Use the color picker or type a hex value (e.g. #2563eb for blue, #16a34a for green). The accent color is used for the header underline, the totals bar, and the payment block border. Click Reset to return to the RadiusOS amber default.
Write payment instructions
Add the information your customers need to pay you. Common patterns: "Make checks payable to [Business Name]. Mail to [address]." "ACH: Routing 123456789, Account 987654321." "Pay online: yourcompany.com/pay". Line breaks are preserved, so feel free to list multiple methods on separate lines.
Save the profile
Click "Save business profile" at the bottom. Open any existing invoice or quote and click Download PDF - your branding appears immediately.
Make sure your business address, phone, and tax ID at the top of the Organization Profile are filled in too - those fields make up the document header alongside your logo. The address is what customers will use to pay by check if you don't override it with payment instructions.
What appears where
| Element | Source | Tier |
|---|---|---|
| Business name in header | Legal Business Name (falls back to Workspace Name when blank) | All tiers |
| Mailing address in header | Business Address fields | All tiers |
| Phone & website line | Phone, Website fields | All tiers |
| Tax ID line | Tax ID field | All tiers |
| Logo image | Document Branding → Logo | Pro+ |
| Accent color | Document Branding → Accent color | Pro+ |
| Payment instructions block | Document Branding → Payment instructions | Pro+ |
| "Powered by RadiusOS" footer | Auto-added on free tier | Free only |
Tips for great-looking documents
**Use a transparent-background logo (PNG or SVG).** White-background logos look fine on the document but lose the polished look once printed on colored paper. SVGs scale crisply at any size.
**Keep your logo wider than tall.** A 4:1 wide logo fits naturally in the header. Square logos work but can feel cramped. Tall portrait logos get scaled down to ~64px height.
**Pick a brand color you'd actually print.** Very light colors (yellows, pastels) wash out on white paper. Dark, saturated colors photocopy and fax cleanly. If your brand is light, use a darker version for documents only.
**Be specific in payment instructions.** "Send a check" is not enough. "Make checks payable to Acme Roofing LLC. Mail to 123 Main St, Springfield, IL 62701." is. Customers should be able to pay you without asking a follow-up question.
**Test before sending.** Create a draft invoice for yourself, click Download PDF, and look at the result before sending one to a real customer.
Payment instructions are printed on every unpaid invoice. Once an invoice is marked paid, the block is hidden so customers don't see stale remit-to information on receipts.