How to Set Up an Invoice Template in TaskTime Pro

A good invoice template does two jobs.

First, it makes the invoice look professional. Second, it prevents you from repeating the same setup work every time you bill a client.

In TaskTime Pro, an invoice template controls the structure of the invoice: numbering, due date rules, layout, header alignment, billing-period visibility, project-title visibility, and how branding from your business settings should appear.

Here is the practical setup.

Start with your business settings

Before creating the template, set up your business profile.

That profile is where TaskTime Pro stores the sender details that can appear on invoices:

• Business or personal name
• Email and phone
• Address
• Registration number
• VAT number
• Tax number
• Custom business fields
• Default tax settings
• Logo
• Primary color

This matters because the template can reuse business branding. If you upload a logo and choose a primary color on the business profile, the invoice template can show that logo and use that color automatically.

For freelancers searching for an “invoice template with logo,” this is the cleanest setup: logo and brand color live with the business, while the template decides how to display them.

Create a new invoice template

Open the invoice template settings and create a new template.

Give it a name that describes how you will use it. For example:

• Standard Invoice
• Monthly Retainer
• Project Invoice
• Minimal Client Invoice
• EU VAT Invoice

The name is only for you, but clear names help once you have more than one template.

If this is the template you will use most often, mark it as the default.

Choose the layout style

TaskTime Pro currently gives you two layout styles:

• Minimal
• Classic

Use Minimal when you want a quieter, modern invoice. Use Classic when you prefer a more traditional document feel.

This choice is about readability, not decoration. The invoice still needs to be easy for the client to scan: who sent it, what it is for, how much is due, when it is due, and how to pay.

Set the header alignment

The header controls where the invoice label and logo appear.

TaskTime Pro supports:

• Invoice left, logo right
• Invoice and logo center
• Invoice right, logo left

This is useful when your logo shape affects the balance of the page. A wide horizontal logo may work better in one layout, while a compact square logo may work better in another.

Use the preview before deciding. The right option is the one that makes the invoice easiest to read.

Configure invoice numbering

Invoice numbers should be consistent and easy to trace.

TaskTime Pro lets you define an invoice number format using variables such as:

• {projectId}
• {timestamp}
• {date}
• {year}
• {month}
• {day}
• {sequential}

You can also enable sequential numbering, choose the starting number, choose the number of digits, and reset the sequence yearly.

A simple format might be:

INV-{year}-{sequential}

That can produce invoice numbers like:

INV-2026-0001

If your country or accountant expects a specific numbering pattern, use that pattern from the start. Invoice numbering is one of those details that is easier to get right early than to clean up later.

Set the due date rule

Payment terms should not be typed manually on every invoice.

In TaskTime Pro, the template can define the due date as:

• Fixed days from invoice date
• Fixed weeks from invoice date
• A precise date
• No due date shown

For many freelancers, 7, 14, or 30 days from the invoice date is enough.

If you mostly send monthly invoices, a fixed-days rule keeps the template simple. If a specific client contract requires a fixed payment date, create a separate template for that client or project type.

Decide what invoice content should appear

TaskTime Pro templates can show or hide details such as:

• Billing period
• Project title

Showing the billing period is helpful for monthly retainers, maintenance work, and recurring client work. It tells the client exactly which period the invoice covers.

Showing the project title is useful when the client has multiple active projects with you. It reduces confusion and makes invoice approvals easier.

If you send very simple invoices, you can hide what you do not need.

Connect branding from business settings

The template has two branding display options:

• Show business logo
• Use business primary color

These options pull from the selected business profile. That means one template can stay reusable while different business profiles bring their own logo and color.

This is especially useful if you run multiple businesses or separate brands. You do not need to duplicate every invoice template just to change the logo.

Preview before using the template

TaskTime Pro includes invoice template preview and sample PDF download.

Use that before sending the first real invoice. Check:

• Invoice number format
• Due date display
• Logo placement
• Brand color
• Business details
• Payment details
• Project title display
• Billing period display

The preview step catches the small things that otherwise only show up after a client receives the invoice.

Keep templates focused

You do not need a template for every client.

Start with one default template. Add more only when the invoice structure changes in a meaningful way:

• Different payment terms
• Different invoice numbering
• Different layout
• Different branding display
• Different billing-period needs

Too many templates become another thing to manage. A few clear templates are better than a long list of near-duplicates.

The simple checklist

Here is the full setup in order:

1. Create or update your business profile.
2. Add your logo and primary color.
3. Create a reusable payment method.
4. Create a new invoice template.
5. Choose Minimal or Classic layout.
6. Pick the header alignment.
7. Set the invoice number format.
8. Enable sequential numbering if needed.
9. Set the due date rule.
10. Choose whether to show billing period and project title.
11. Choose whether to show logo and business color.
12. Preview and download a sample PDF.

Once that is done, future invoices need much less manual setup.

Why this matters

An invoice template is not just a design preference. It is part of your billing process.

The right template helps clients understand the invoice faster, helps you keep records consistent, and helps prevent small admin mistakes that delay payment.

That is the real value of a custom invoice template for freelancers: less formatting work, better records, and a clearer path from tracked work to paid invoice.

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Want to try it? Open TaskTime Pro, create a business profile, and preview your first custom invoice template before sending a real invoice.