---
title: "customise invoice layouts with AI"
description: "Learn all about designing your own invoice layouts with AI and access our step-by-step instructions, FAQs, and everything you need to know!"
url: https://help.ivorey.io/en/articles/13631460-customise-invoice-layouts-with-ai
collection: "documents"
updated: 2026-11-09
language: en
---

# customise invoice layouts with AI

Learn all about designing your own invoice layouts with AI and access our step-by-step instructions, FAQs, and everything you need to know!

## before you dive in

This article is one step from our [Master Help Guide:](https://help.ivorey.io/en/articles/10725041-all-about-proposals-and-invoices-a-master-help-guide.md) [All About Proposals & Invoices](https://help.ivorey.io/en/articles/10725041-all-about-proposals-and-invoices-a-master-help-guide.md), which acts as your project plan. We recommend starting there to follow the setup steps in the right order.

A single invoice design rarely suits every business. Layout AI lets you describe the invoice you need, and it builds a ready-to-use layout for you, that matches your branding. You can then refine it by chat or by hand, and choose it for the invoices you send to your customers.

example prompts to get you started

Not sure what to write? Here are a few ways you might describe the invoice you need:

-   “Build an invoice for my coaching business in soft sage green and cream, with a warm and elegant feel, the program name, number of sessions, and payment terms”
    
-   “Create an invoice for my practice with a clean, minimal look in navy and white, with the appointment date, session type, and total due”
    
-   “Design a modern invoice layout for my consulting business using my brand colours of deep teal (#0F5257) and gold (#C9A227), with service details, due date, and a thank-you note”
    

> **Info:** 🧪 **This feature is in BETA**
> This is a newly released feature, so you may notice occasional bugs or changes as it continues to be tested and refined. If something doesn’t work as expected, please reach out via the chat widget so we can look into it.

This guide is perfect if you're looking to:

-   Have an invoice that looks and reads the way your business actually bills
    
-   Create invoices that match your branding, with your own colours, fonts, and logo
    
-   Get a professional invoice design in minutes, without any design or technical skills
    
-   Keep different invoice designs for different services or clients
    

> **Info:** Layout AI is subject to fair use. If usage is high, you may be restricted.

* * *

## step 1: generate your layout

Describe the invoice you want, including your business type, the sections that matter to you, and the look you’re after. Layout AI builds your first draft from that description.

click here for the written steps

1.  From the main ivorey menu, go to **Documents** > **Invoices & Estimates** > and click **Layouts**
    
2.  In the **Layout AI** box at the top of the page, type a description of the invoice you want (see the example prompts at the top of this guide for ideas)  
      
    **Note:** Your prompt can be up to 1,000 characters. You can also click one of the suggestion buttons below the box, such as **\[Product sales invoice\]** or **\[Add service items\]**, to start from an example prompt.
    
3.  (optional) Click the 📎 **paperclip icon** to attach a reference file, such as an image of an invoice you already use or your brand assets (logo, brand colours, etc)  
      
    **Note:** Only 1 reference file is supported per request, up to 8 MB. A reference file is used to recreate an invoice design, so results can vary and we don’t recommend relying on it.
    
4.  (Optional) Click the **\[A4\]** drop-down to choose your page size
    
5.  Click the **\[↑\] arrow icon** to send your prompt:
    
    1.  If Layout AI asks you to choose a design style, select an option (such as **Minimal / clean** or **Elegant / luxury**), or select **Custom design** to describe your own look
        
    2.  Wait while Layout AI builds your layout, and the layout editor will open with your first draft in the preview  
          
        **Note:** Editing is paused while Layout AI is working, so you will need to wait for it to finish before making changes.
        

* * *

## step 2: refine and publish your layout

Your first draft is a starting point. You can ask Layout AI for changes, edit elements by hand, or use a mix of both before you publish.

> **Info:** When you edit a field in your layout, the field name tells you where the information comes from. Fields starting with **Contact >** show details of the contact you are invoicing, and fields starting with **Business >** show your own business details. Item fields change from row to row, while invoice fields show the same value on every row.

click here for the written steps

1.  From the main ivorey menu, go to **Documents** > **Invoices & Estimates** > click **Layouts** > and open your new layout (or hover over an existing layout and click **\[Edit\]**)
    
2.  At the top of the editor, click the ✏ **pencil icon** next to **New Layout** > and type a name for your layout
    
3.  To ask Layout AI for changes, type your request into the **Plan, build, modify anything...** box in the **Layout AI** panel > and click the **\[➤\] arrow icon** (e.g. “Move the Pay Button to centre”)
    
    1.  Click one of the suggested changes below Layout AI’s response (such as **Add more spacing between line items**) if you would like to use one of those instead
        
4.  To match your layout to your branding, ask Layout AI in the same box (e.g. “Add my logo to the top left”, “Change the accent colour to #0F5257”, or “Use a more elegant font for the headings”)
    
5.  To edit an element by hand, click it in the preview > and use the settings panel on the right (e.g. **Container**):
    
    1.  Click the **\[Content\]** tab to edit the text and the fields connected to that element
        
    2.  Click the **\[Style\]** tab to change how the element looks
        
    3.  Click the **\[Advanced\]** tab for further settings
        
    4.  Alternatively, type your request into the **Describe your edit** box at the bottom of the panel to ask AI to change that element for you
        
6.  To change the information an element displays, scroll to **Connected fields** in the settings panel > and:
    
    1.  Click **\[Change\]** next to a field to swap it for a different one
        
    2.  Click **\[Add field\]** to connect another field
        
    3.  Click the 🗑 **bin icon** next to a field to remove it  
          
        **Note:** Custom value fields can be added here, but the field name may not show which custom value it relates to.
        
7.  To go back to an earlier version, click the **restore icon** beneath one of Layout AI’s earlier responses, or click the **undo arrow** in the top toolbar  
      
    **Note:** Every AI change saves a restore point, so you can try changes without worrying about losing your earlier version.
    
8.  Click **\[Preview\]** > and review your layout carefully, as it is AI-generated and may need some manual adjustments
    
9.  Click the **\[Publish\]** button in the top right corner. Once published, you will be taken back to the **Layouts** list, where your layout will show its published version  
      
    **Note: \[Publish\]** becomes available once your layout has content.
    

* * *

## step 3: use your layout on an invoice

Once a layout is published, you can choose it on any invoice, and your customer will see that design.

click here for the written steps

1.  From the main ivorey menu, go to **Documents** > **Invoices & Estimates** > and click **All Invoices** > then create a new invoice or open an existing draft. See our guide on [manually sending invoices without a proposal](https://help.ivorey.io/en/articles/12945494-manually-send-invoices-without-a-proposal.md) for the full invoice steps
    
2.  In the invoice builder, scroll to **Invoice Layout** > click the drop-down > and select your published layout  
      
    **Note:** Click **\[Manage layouts\]**, above the drop-down, to jump back to your layouts list.
    
3.  Check the preview on the right to confirm the layout looks the way you want > then continue building and sending your invoice as usual  
      
    **Note:** A layout locks once an invoice has been sent or partially paid, so choose the right layout before you send.
    

* * *

## step 4: manage your layouts

You can keep as many layouts as you need, for example one for each service or type of client. Your layouts list is where you find, update, and tidy them.

click here for the written steps

1.  From the main ivorey menu, go to **Documents** > **Invoices & Estimates** > and click **Layouts**
    
2.  Use the tools above your layouts to find the one you need:
    
    1.  Click the **grid** or **list icon** to switch between views
        
    2.  Type into **Search by layout name** to find a layout by name
        
    3.  Click **\[Add filter\]** or **\[Sort by\]** to narrow down or reorder your layouts (e.g. by name or last updated date)
        
3.  Hover over a layout > and click:
    
    1.  **\[Edit\]** - to reopen it in the editor and make changes
        
    2.  **\[Preview\]** - to view it without leaving the list
        
    3.  The **\[⋮\] three dots** - and choose:
        
        1.  **View history** to see who created, edited, published, or copied the layout, and when
            
        2.  **Rename** to change its name
            
        3.  **Clone** to make a copy you can adjust
            
        4.  **Delete** to remove it
            

* * *

## next steps

> **Success:** If you’ve completed the steps above, head back to the [Master Help Guide on](https://help.ivorey.io/en/articles/10725041-all-about-proposals-and-invoices-a-master-help-guide.md) [Proposals & Invoices](https://help.ivorey.io/en/articles/10725041-all-about-proposals-and-invoices-a-master-help-guide.md) to move onto the next phase.
>
> Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.

* * *

## frequently asked questions

why was my prompt declined?

Layout AI screens prompts for regulated and unsafe content, including alcohol, firearms, and tobacco, alongside standard safety categories. If your prompt is flagged, it will be declined, so try rewording your request to describe the invoice layout only.

can i use layout AI for proposals or other documents?

No, you can’t use Layout AI for other documents, it’s currently limited to invoice layouts.

can i paste my website link so layout AI matches my branding?

Layout AI can’t currently view pages from a link, so it isn’t able to match a website’s style. Instead, describe your colours, fonts, and the look you want in your prompt, and add your logo as you refine the layout.

what happens to my invoices if i delete a layout?

Invoices that have already been sent keep showing their original design. Draft invoices that were using the deleted layout switch to the **Default Layout**.

* * *

## need help?

Hit the support chat widget inside ivorey - we can:

-   Walk you through any of the steps
    
-   Troubleshoot anything that’s not working
    

We’re here and ready to help via the chat widget in the bottom right of your ivorey account. Or if you are looking for done-for-you support, you can browse our current services [here](https://ivorey.io/services) 🤍

## Related

- [all about proposals & invoices: a master help guide](https://help.ivorey.io/en/articles/10725041-all-about-proposals-and-invoices-a-master-help-guide.md)
- [create a proposal template and configure settings](https://help.ivorey.io/en/articles/12945325-create-a-proposal-template-and-configure-settings.md)
- [create an invoice template](https://help.ivorey.io/en/articles/12945376-create-an-invoice-template.md)
- [customise invoice settings and automated emails](https://help.ivorey.io/en/articles/12945433-customise-invoice-settings-and-automated-emails.md)
- [customise proposal settings and automated emails](https://help.ivorey.io/en/articles/13442021-customise-proposal-settings-and-automated-emails.md)