Table of Contents

  1. Introduction

  2. Why Customize the Invoice PDF?

  3. Limitations of Manual Code-Based Customization

  4. Understanding Dolibarr's PDF Generation Mechanism

  5. Core PDF Models Available in Dolibarr

  6. Activating and Selecting the Right PDF Template

  7. Customizing Invoice Header and Footer via GUI

  8. Adjusting Logo and Branding Elements

  9. Modifying PDF Fonts, Margins, and Colors from Admin Panel

  10. Adding Custom Fields Without Code

  11. Enabling Product Images in the PDF

  12. Adjusting Product and Service Descriptions

  13. Including Additional Legal Mentions and Notes

  14. Reordering and Hiding Columns

  15. Handling Multilingual Invoice PDFs

  16. Using Modules for PDF Customization

  17. Best GUI-Based PDF Customizer Modules in 2025

  18. Testing and Previewing Changes Safely

  19. Exporting and Backing Up Customized Templates

  20. Conclusion and Optimization Tips

1. Introduction

A well-designed invoice reflects professionalism, brand identity, and compliance. In Dolibarr, customizing invoice PDFs is often seen as a technical task reserved for developers. However, in 2025, multiple tools and modules allow non-coders to personalize their invoice templates directly through the interface. This guide explores in detail how to achieve this without writing a single line of PHP or HTML.

2. Why Customize the Invoice PDF?

  • To reflect brand identity (logo, colors)

  • To comply with legal regulations (e.g., tax ID, registration number)

  • To enhance readability for clients

  • To differentiate between products/services

3. Limitations of Manual Code-Based Customization

Traditionally, PDF templates in Dolibarr require editing the PHP files in /core/modules/facture/doc/. This can be risky:

  • Errors can break PDF generation

  • Updates may overwrite custom templates

  • Requires FTP or backend file access

4. Understanding Dolibarr's PDF Generation Mechanism

Dolibarr uses TCPDF to render PDFs. Each module (invoices, proposals, orders) has its own directory of templates. Templates like crabe, azur, and einstein define the layout and structure.

5. Core PDF Models Available in Dolibarr

Out-of-the-box templates include:

  • Crabe: Simple, clean layout

  • Azur: Color-enhanced with totals summary

  • Einsteins: Itemized focus

You can activate additional templates via the admin panel.

6. Activating and Selecting the Right PDF Template

  1. Go to Setup > Modules > Invoices

  2. Click on "Configure"

  3. Choose your default model under "PDF Models"

  4. Save settings

Test by generating a preview invoice.

7. Customizing Invoice Header and Footer via GUI

Navigate to:

  • Setup > Company/Organization

  • Enter data in fields like SIRET, VAT, Address

  • These auto-populate in the header/footer of most templates

You can also define a free-text footer via:

  • Setup > Dictionaries > Notes

8. Adjusting Logo and Branding Elements

To update your company logo:

  • Setup > Company/Organization > Logo Upload

  • Use JPG or PNG, optimized for PDF (ideally 300x100 px)

  • Confirm the selected model supports logo placement

9. Modifying PDF Fonts, Margins, and Colors from Admin Panel

Some templates allow configuration of:

  • Font type and size (Settings > Modules > Invoice > Configure)

  • Margin width (top/bottom)

  • Background color of headers (where supported)

No FTP required—these are saved in the database.

10. Adding Custom Fields Without Code

Steps:

  • Go to Setup > Dictionaries > Extra Fields

  • Choose "Invoices"

  • Add field (e.g., Delivery Reference, Client Code)

These fields can appear in the invoice PDF depending on the template.

11. Enabling Product Images in the PDF

  1. Upload images to each product

  2. Enable "Show images on PDF" in product module settings

  3. Choose a compatible template (e.g., Azur Extended)

This feature enhances clarity for clients.

12. Adjusting Product and Service Descriptions

To modify how descriptions display:

  • Go to Product/Service setup

  • Enable multiline descriptions or HTML content

  • Preview in PDF to confirm wrapping and format

No need to alter template files.

13. Including Additional Legal Mentions and Notes

From each invoice:

  • Use the Notes (public or private) fields

  • Add recurring legal disclaimers via Setup > Dictionaries > Default Notes

You can also configure footers under Company Settings.

14. Reordering and Hiding Columns

While advanced reordering requires custom modules, you can:

  • Hide columns like VAT or Discount via module configuration

  • Use template selection to achieve the desired order

Some third-party templates support column toggling from the UI.

15. Handling Multilingual Invoice PDFs

To send invoices in the client's language:

  • Ensure the client has a language set in their profile

  • Enable multilingual support in Dolibarr settings

  • Use language constants or translated fields

PDFs will reflect the client’s preferred language.

16. Using Modules for PDF Customization

Several modules help non-technical users, including:

  • CustomPDF

  • DolipdfConfig

  • Enhanced Document Generator

Available on Dolistore, these modules offer drag-and-drop or field selectors.

17. Best GUI-Based PDF Customizer Modules in 2025

Top-rated options include:

  • PDF Editor by NextGestion: Modify invoice layout via interface

  • EasyPDF Designer: Real-time WYSIWYG PDF design tool

  • PDFPro: Field toggles, logo repositioning, section grouping

Check compatibility with Dolibarr v18+ before purchase.

18. Testing and Previewing Changes Safely

Create a dummy invoice and:

  • Generate PDF in sandbox mode

  • Adjust settings and re-validate

  • Use browser PDF reader for real-time previews

Avoid testing on live client data.

19. Exporting and Backing Up Customized Templates

If using a module:

  • Export settings to a .json or .xml file

  • Backup before upgrading Dolibarr

You can also clone templates within the module if available.

20. Conclusion and Optimization Tips

Customizing invoice PDFs in Dolibarr no longer requires developer skills. With the right approach, users can adapt layouts, branding, and compliance elements directly through the interface. The key is to leverage built-in tools, extra fields, and user-friendly modules.

For long-term maintenance, document your changes, keep a record of settings, and regularly test outputs. A well-structured invoice boosts brand image, reduces disputes, and enhances client trust—all without a single line of code.