There are two complementary ways to control text that appears on invoice PDFs in Luminous: (1) global text fields in B2B Portal Settings that stamp the same text on every applicable document, and (2) the Manage → Templates system where you can fully customize the invoice layout using either Standard Options or Custom HTML mode.
Method 1 — Global text fields in B2B Portal Settings
These fields apply automatically to all invoices generated through the system without any per-template changes.
How to reach them
- Click your name in the top-right corner and choose Settings.
- Open B2B Portal (under Operations in the Settings menu).
- Scroll to the Cart & Checkout section, which contains the fields below.
- Edit the desired fields and click Save Settings.
Available fields
| Field | What it does | Where it appears |
|---|---|---|
| Payment Instructions | A free-text block (supports multiple lines) telling customers how to pay | Printed on the invoice PDF under a Payment Instructions heading |
| PO Display Message | A short message shown at the bottom of the line-items table | Appears on quotation/order PDFs linked to invoices |
| Company Footer | A brief footer line | Printed in the footer area of invoice PDFs and other exported documents (packing slips, purchase orders, assembly orders, etc.) |
Tip: Changes to these fields are reflected on all future PDF downloads and email attachments immediately after saving — no template edits required.
Method 2 — Customize the Invoice PDF template
For full control over layout, columns, and copy (including where payment instructions appear and how they are formatted), use the template editor.
Step 1 — Open the template list
- Go to Manage → Templates.
- Find your existing Invoice template, or click Create in the top-right corner to make a new one.
- Set Template Type to Invoice.
Step 2 — Choose a configuration mode
Luminous offers two modes for Invoice PDF templates:
Standard Options mode
- Checkbox-based column picker (SKU, Product Name, Unit Price, Discount, Quantity, Notes, etc.).
- Toggle the Client Invoice Notes column on to display the per-invoice public note on the PDF — this is a quick way to include a payment note you write on each individual invoice.
- No HTML knowledge required.
Custom HTML mode
- Select Use Custom HTML when creating (the mode cannot be changed after saving).
- You get four editable HTML sections: Header HTML, Items Header HTML, Item Row HTML, and Footer HTML.
- Type or paste any payment instructions text directly into the Footer HTML section.
- Use the Insert Placeholder button to add dynamic data (invoice number, totals, notes, custom fields, etc.).
- The default footer template already shows a
{{notes}}block (the invoice's public note) and a{{invoiceCustomFields.specialInstructions}}block — you can rename or extend these to display payment instructions. - Use inline CSS for styling; external stylesheets are not supported in PDF output.
Step 3 — Save and set as default
- Click Save.
- Click the ⋮ (three-dot) menu next to the template and choose Set as Default — or tick Make this template default before saving.
- A checkmark appears confirming it is active for all new invoice PDFs.
Combining both methods
Many teams use both approaches together:
- Set a short Payment Instructions and Company Footer in B2B Portal Settings for standard wording that never changes.
- Use a Custom HTML invoice template when you want full branding control, a specific layout, or want to format payment text with headings, bold type, or a table.
In Custom HTML mode, the {{notes}} and custom-field placeholders in the footer let each invoice carry its own per-invoice message in addition to the global text from B2B Portal Settings.
Frequently asked questions
Can I have different payment instructions for different customers? The B2B Portal Settings fields are account-wide. For per-customer variation, write the instructions in the invoice's Notes field (or a custom field) and make sure the Notes column is enabled in your template or the {{notes}} placeholder is in your Footer HTML.
Where do I set a payment hyperlink on the PDF? Luminous can auto-generate a pay link; enable Auto-generate invoice pay link when an invoice is created in Settings → Invoicing (requires a connected payment gateway). The link is then available as a field in the invoice data.
My template is already saved in Standard Options mode — can I switch to HTML? No. The configuration mode is locked after a template is created. Create a new template in Custom HTML mode and set it as default once you are happy with it.