The Needs updating labels next to your PDF templates indicate these templates were created with an old version of the PDF generator that is no longer supported. The templates still work and can be used, but they need your attention.
You need to migrate all actively used templates over to the new generator by 01.06.2025. This ensures you can keep using them after the old generator gets deprecated next year. The new generator comes with a number of benefits, such as improved visual accuracy and CSS customization options.
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1. Why was the PDF generator updated?
We have implemented a new PDF generator to make creating and customizing templates easier. The old generator offered limited styling options and the visual previews weren’t always reliable – the formatting in the editor did not necessarily match up with the actual PDF, which means achieving the desired look involved some trial and error.
Here’s what the new generator brings to the table:
- More accurate and reliable previews
Our new PDF generator is built on top of the same modern web technologies that are used in the template editor. It means we can provide full HTML5 support. In other words – what you see in the editor now also matches the final document. -
Custom CSS support
With our in–built visual editor, you can easily create a simple layout and manage the content that goes into the PDF, but it doesn’t offer any advanced styling options. This is where the new CSS feature comes into play. It gives you complete control over the appearance of the document as you’re no longer limited by the in-built editor. Some of the most useful possibilities include:-
Custom font support
We understand how important fonts are to branding, so the new generator gives you complete freedom in that regard. You can implement any of the thousands of fonts available in libraries like https://fonts.google.com/ or host your own custom font. -
Background image support
Background colors, patterns, or photos can add a lot to documents. Our new generator now supports all of those options fully.
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Custom font support
Note! Custom CSS support is available only for the Ultimate plan or as an add-on in Settings > Administration > Plan, add-ons and billing.
You can find more information on the new possibilities as well as some customization tips from here.
2. What does it mean for you?
For now, the templates that were created with the old version of the PDF generator are still working and can be used when sending out documents, but they can no longer be modified. You need to migrate these templates over to the new generator to be able to modify them again.
All affected templates have a ‘Needs updating’ label next to their name.
The migration process is straightforward and described below. Once you’ve migrated the templates over, you can modify them with the new PDF generator and make use of all the new customization options listed above.
3. How to migrate the templates?
Migrating a template is a quick three-step process, which needs to be carried out for every outdated template manually. There is no option to bulk update the templates.
You can find your PDF templates under Settings > Site Settings > PDF templates.
Step 1: duplicate the existing template
Click on the name of the template that needs to be updated. Find the Duplicate button in the top-right corner to create a copy of that template.
The duplicated template opens in the Modify view. You can recheck its contents and settings, but you don’t need to make any specific changes here. Simply save the new duplicated version.
By duplicating and resaving the template, you’ve already migrated it over to the new PDF generator.
Step 2: test the new template
The new template will be saved with the same name as the original one. You can recognize the new migrated template by the fact that it no longer has the ‘Needs updating’ indicator next to its name.
Next, generate at least one PDF document with the new template to test it in action. This step is important to ensure that everything looks correct, the new template works as expected, and there are no visual issues.
For example, if you updated an invoice template, navigate to the Invoices module. Open any invoice from the list, select the new template from the dropdown menu, and click the PDF button to generate a preview.
Check the preview to ensure the invoice looks as expected. If any adjustments are needed, navigate back to the PDF template list to modify the template accordingly.
If you detect any visual errors that you’re not sure how to solve, reach out to us via our contact form.
Step 3: archive the old template
Once the new template works as expected, return to the PDF template list and archive the outdated template to prevent anyone from using it accidentally. To do that, click on the Active status indicator on the template row and change the status to Archived.
Important! If you’re using the Customer Portal, you need to update the PDF template choice for the portal as well. Navigate to Settings > Site settings > Customer Portal > Settings and select new templates from the dropdown list. This ensures the Customer Portal documents use the most up to date version of the template and there are no issues with displaying the PDFs.