Categories and filters
Categories on the left: Orders, Quotations, Contracts, Proposals, Invoices, Payment vouchers, Stock-out documents, Purchase orders, Barcode labels, Email, Notifications, Header and Footer. Filter by status or default.
Templates
Every document in one style, filled in automatically
One place for every template: quotations, orders, contracts, proposals, invoices, payment vouchers, stock-outs, barcode labels, emails and notifications. Insert variables and hOne fills in the data when you print. This page needs the template management permission.
The problem
Every quote looks different, and each Word file is edited by hand
The company has Word files scattered around. Changing the logo or terms means editing each one, and every employee prints something different.
- Quotes, orders and contracts live in different Word files, and typed amounts go wrong.
- Changing the address, logo or payment terms means editing dozens of files.
- Stock-outs, barcode labels and customer emails do not look like they come from the same company.
How hOne solves it
Design once, auto-fill every time
You design a template once per document category and insert variables such as quote number, customer name, the item table and the totals block. When you print from a quote, order or contract, hOne fills the template with real data and builds the PDF.
Key capabilities
Drag-and-drop PDF design
Drag fields onto the page and the print matches the design. It has ready-made tables per document type and three starter layouts: Modern, Classic, Vietnam standard.
HTML templates
A text editor for HTML templates with custom CSS, paper size, orientation, margins, font, repeating table headers across pages, and a parent template for the shared header and footer.
Insert variables
The "Available variables" panel has a search box; click to insert. Item tables use {{#each}}. Quotes, orders, contracts, proposals and invoices have a ready totals block that always adds up, with VAT per rate.
Email and notifications
Email templates are written like HTML templates. A notification template is a title and a message, with variables. Email marketing has its own template library in the Email marketing module.
Preview, PDF, Word, Excel
Save and preview the PDF right on the editor page. Drag-and-drop PDF templates can also be exported to Word and Excel from the preview.
Shared template library
Click "Bring into my organisation" to copy a template from the hOne library and edit it freely, or "Turn off" templates you do not want staff to pick. The original is untouched.
Default, duplicate, deactivate
Set a default per category, duplicate, or deactivate a template: older documents still print with the template they were created with. Before deleting, hOne checks where it is used.
How it works
Pick a category and a type
Open Templates, pick a category (for example Quotations), then create a drag-and-drop PDF template or an HTML template. Or bring a shared hOne template into your organisation to edit.
Insert variables and build the layout
Drag fields or insert variables from the list, place the item table, totals block, logo, header, footer, paper size and margins.
Preview and save
Save and preview the PDF, adjust until it looks right, then set it as the default for the category.
Use it when printing
Staff choose the template when printing from a quote, order, contract, stock-out or label. hOne fills real data and builds the file.
A real workflow
Cửa hàng Demo standardises its quotation template
Minh manages templates at Cửa hàng Demo. Lan creates quotes every day.
- MinhOpens Templates, category Quotations, clicks "Bring into my organisation" on a shared hOne template and names it "Cửa hàng Demo quotation".
- MinhOpens it, replaces the logo and address, adds payment terms and checks the item table and totals block that are already inserted.
- MinhClicks "Save and preview PDF". The VAT lines are split by rate as he wants, so he sets this template as the default.
- LanCreates a quote for Công ty ABC and prints it. The new template is used; quote number, customer name and total fill in by themselves.
- MinhThe old quotation template is retired: he clicks "Deactivate" so staff cannot pick it by mistake, and quotes already created still print normally.
Connects with the rest of hOne
QuotationsThe Quotation template is chosen when printing and sending a quote, filled with that quote data.OrdersOrder and Stock-out templates are used when printing orders and stock-out documents.ContractsContract templates fill the contract variables and the totals block.InventoryBarcode label templates are designed here and used when printing labels in Inventory.NotificationsThe title and text of some notifications come from notification templates.
Frequently asked questions
What is the difference between PDF and HTML templates?
A drag-and-drop PDF template has a fixed layout and the print matches the design, which suits quotes, orders, stock-outs and vouchers. An HTML template is written like a document with custom CSS and a parent template, which suits emails and long documents.
Can I export to Word or Excel?
Yes for drag-and-drop PDF templates: the preview has Export Excel and Export Word buttons. HTML templates export to PDF.
Does deleting a template break older documents?
hOne checks where the template is used before deleting it. If documents already use it, choose "Deactivate" to hide it from pickers; older documents still print normally. Shared hOne templates are only turned off, never deleted.
What if I need a new variable?
hOne provides a ready variable list for each document type, including {{#each}} loops for item tables. If you need another variable, contact hOne.
Are email marketing templates managed here?
Email marketing has its own template library and designer inside the Email marketing module. Here you manage system email templates, document print templates and notification templates.