Templates

Overview

Templates let you save common configurations and reuse them when creating new documents. Instead of re-entering line items, tax rates, and formatting every time, load a template and you're most of the way there.

There are four types of templates: Invoice Templates, Estimate Templates, Price Sheets, and Gallery Presets.

Invoice Templates

Invoice Templates save the structure and common settings for your invoices.

What Gets Saved

• Line items — All items, quantities, rates, and descriptions
• Tax rate — Default tax percentage
• Discount — Default discount (flat or percentage)
• Convenience fee — Default credit card fee setting
• Payment terms — Deposit schedule, balance milestones, due dates
• Deliverables paywall default — Whether to lock deliverables by default
• W-9 toggle — Default setting for W-9 form
• Stripe payment default — Whether to include payment link by default
• Display options — Show category totals, line item descriptions, etc.
• Section visibility — Show/hide notes, legal info, project description
• File attachments — External documents to include

💡 Example: "Standard Invoice Template"

You create an invoice template with:

• Common line items: "Studio Time", "Retouching", "Licensing Fee"
• Tax rate: 8%
• Deposit: 50% upfront, balance due on delivery
• Stripe payment enabled
• File attachments: Terms & Conditions PDF

Save this as "Standard Invoice". Next time you need to create an invoice, load this template and you're 90% done—just adjust line item details and client name.

Estimate Templates

Estimate Templates work like Invoice Templates, but for estimates. They save most of the same fields, plus estimate-specific settings:

• All line items and structure
• Tax rate and discount
• Convenience fee settings
• Requires approval toggle — Requires client signature
• Approval message — Custom message shown on the approval page
• Validity period — How long the estimate is valid (e.g., 7 days)
• Deposit configuration — Auto-create invoice on approval with these deposit terms
• Display options and visibility toggles

💡 Auto-Create Invoice on Approval

You can configure an estimate template to automatically create an invoice when the client approves. For example, a 50% deposit is due immediately upon approval. When they sign, StudioLedger creates a new invoice for the deposit amount automatically.

Price Sheets

Price Sheets are workspace-level pricing templates used for gallery stores. Unlike invoice/estimate templates (which are document-specific), Price Sheets are reusable across multiple galleries.

Learn more in the Store & Price Sheets guide .

What gets saved: Base price per image, license terms (media, geography, duration, exclusivity), download sizes, volume pricing tiers, convenience fee.

When to create: Before enabling a store on a gallery, or when you want different pricing for different buyer types (agency rates vs direct rates vs editorial rates).

Gallery Presets

Gallery Presets save appearance and permission settings for galleries. They ensure all your galleries look consistent and have the same permission defaults.

Learn more in the Creating a Gallery guide .

What gets saved: Layout type, colors, grid style, typography, hero settings, display sort order, all client permissions (downloads, selections, comments, etc.).

When to create: Once you've designed a gallery the way you like it, save it as a preset. You can then instantly apply it to all new galleries.

Using Templates

Loading an Invoice or Estimate Template

1. Create a new invoice or estimate
2. Look for Load Template dropdown at the top
3. Search for and select a template
4. Click Load
5. If the form already has data, confirm that you want to replace it
6. The template's line items and settings are loaded. Customize as needed for this specific document

Loading a Gallery Preset

1. Create a new gallery or open an existing one in edit mode
2. At the top of the gallery form, find Apply Preset
3. Select a preset from the list to apply it
4. All appearance and permission settings from the preset are applied

Linking a Price Sheet to a Gallery

1. Open a gallery in edit mode
2. Go to Store & Licensing section
3. Click Link Price Sheets
4. Select one or more price sheets from your workspace
5. Set a default price sheet (used if no URL parameter specified)
6. Enable the Store toggle

Managing Templates

All templates are managed in Settings → Templates by type:

• Invoice Templates — Create, edit, delete invoice templates. View which invoices were created from each template.
• Estimate Templates — Create, edit, delete estimate templates. View which estimates were created from each template.
• Price Sheets — Create, edit, delete workspace-level pricing templates for stores.
• Gallery Presets — Create, edit, delete appearance/permission presets for galleries. View which galleries use each preset.

💡 Saving a Document as a Template

You don't have to create templates from scratch. When you finish an invoice or estimate you're happy with, click Save as Template to convert it into a reusable template.

This is the fastest way to create templates that match your actual workflow.

Next Steps

• Create your first invoice
• Create an estimate and save it as a template
• Go to Settings → Templates and create your standard templates
• Create Price Sheets for store galleries