Documents & Templates

Per-warehouse document templates, PDF rendering, numbering sequences, public sharing, and the template editor.

Overview#

The Document Engine renders PDFs and HTML from per-warehouse Blade templates — invoices, credit notes, quotes, purchase orders, receipts, and other document types. Templates compile through a sandboxed Blade compiler with an allowlisted tag set; DomPDF drives PDF output with repeating headers and footers on every page.

Generated documents are first-class records with status, versioning, audit trail, and webhook events (document.generated, document.finalised, document.voided, pdf_generated).

Template editor#

Routes:

The editor provides:

• Field browser — insert fields from the field registry
• CodeMirror 6 source editor — sandboxed Blade source
• Live preview — rendered output against sample data
• Version history — diff, restore, export/import
• Set default / restore default — for system templates

Communication templates (billing emails) use a parallel editor at /admin/settings/communication-templates/{template}/edit — see Notifications & Comms.

Generating documents#

From the UI, generate documents on rentals (Documents tab at /rentals/{rental}/documents), invoices, credit notes, and other documentables.

Via API:

• POST /api/v1/documents/generate — single document (sync or async)
• POST /api/v1/documents/batch_generate — batch generation job
• POST /api/v1/documents/{id}/finalise — lock rendered output
• POST /api/v1/documents/{id}/void — void a document

See Documents API.

Frozen regeneration#

Finalised documents regenerate from rendered_data snapshots — the template at generation time is preserved even if the live template changes later.

Numbering sequences#

Route: /admin/settings/numbering

Per-entity numbering schemes (rentals, invoices, credit notes, accounts, payments, purchase orders, etc.) are backed by document_sequences with warehouse scoping and collision guards. The admin page shows a live preview of the next number for each scheme.

Rental numbering converges on the same sequence infrastructure as invoices and documents.

API: GET and PUT /api/v1/document_sequences — see Document Sequences API.

Public sharing#

Share finalised documents via tokenised public links:

Manage links via API: POST, PUT, and DELETE /api/v1/documents/{id}/public_link.

Public HTML responses are hardened against stored XSS; preview rendering enforces authorisation to prevent IDOR.

Downloads#

Authenticated downloads use signed temporary URLs. Every download path sets a human-readable filename derived from the document number and type.

Warehouse branding#

Document rendering incorporates per-warehouse branding (logo, colours) from warehouse and company settings seeded with system templates on fresh installs.

Using it in the app#

Document administration lives under Admin → Documents (sidebar group documents).

Communication templates (billing emails) use a separate editor at /admin/settings/communication-templates/{template}/edit — see Notifications & Comms.

Document templates index#

The index is a full data table with live filters, column toggles, and export.

Columns: Name, Document Type, Warehouse, Status badges (Default / System / Active / Inactive), Version, Last Edited, Actions

Toolbar: New template (when document_templates.edit) opens a modal with three starting points:

Row actions (edit permission + warehouse scope): Edit, Duplicate, Set default, Restore default (system templates), Delete (non-system)

Three-panel template editor#

Full-screen editor at /admin/document-templates/{id}/edit.

Page setup modal covers margins, page size, logo upload, and per-template document sequence (prefix, suffix, year/month toggles, next number, padding) with live next-number preview.

Open preview in a new window via the preview panel controls when you need a detached render.

Numbering admin#

Route: /admin/settings/numbering

Two sections:

1. Per-warehouse table — Standard Invoice, Deposit Invoice, Pro Forma Invoice, Credit Note, Purchase Order, Virtual Stock Intake, Rental — each row shows a live next number preview and an edit pencil (when numbering.edit)
2. Global — Account and Payment numbers shared across warehouses

The edit modal exposes prefix, suffix, next number, digit padding, and include year/month switches with a live preview string.

Rental and invoice documents#

On a rental, the Documents tab (badge = document count) shows:

Generate document card — pick Template, Output (PDF or HTML), click Generate.

Document table — Number, Type, Status, Created, First viewed, Actions:

Share modal: optional expiry datetime, optional PIN (min 4 chars), QR code for the public URL, copy-to-clipboard. Public URLs use /d/{token} (configurable prefix).

Finalise and void document actions exist on the API but are not exposed as buttons on the rental Documents tab — generated documents move through statuses via backend rules and API calls.

Invoice PDFs from invoice detail use the billing document type for that invoice's warehouse; see Invoicing.

Permissions summary#

Related documentation#

• Invoicing — invoice and credit-note PDFs
• Document Templates API
• Documents API
• Admin Panel — finance, numbering, and template admin routes