Show custom fields on PDFs and templates
By default, custom fields are for your team’s internal use — they don’t appear on documents you send to clients. That’s usually the right choice for notes like “Gate Code” or “Preferred Installer.” But sometimes a custom field is genuinely useful to the client, and you want it printed on the invoice, quote, or work order PDF.
This article shows you how.
Turn on template visibility
Section titled “Turn on template visibility”- Click Settings → Custom Fields (under Company Management).
- Click the tab for the module the field belongs to.
- Find the field in the list and click the pencil icon to edit.
- Toggle Show on preview/view template to On.
- Click Update.
From now on, whenever a document for that module (invoice, quote, job, etc.) is generated as a PDF, the custom field and its value appear in the details section.
What it looks like on the PDF
Section titled “What it looks like on the PDF”Custom fields appear in a labeled section below the standard header details. The label matches the Name you set, and the value is whatever was entered on the record.
For example, a custom field named Purchase Order # with a value of PO-4982 appears on the invoice PDF as:
Purchase Order #: PO-4982Empty fields are hidden automatically — a blank custom field won’t leave an awkward “Gate Code: ” line on your document.
When to show a custom field (and when not to)
Section titled “When to show a custom field (and when not to)”Show it when:
- The client needs the information for their records (PO numbers, reference IDs, warranty terms).
- It explains something on the invoice (a custom surcharge, a property code, a service level).
- A regulator or compliance process requires it.
Keep it hidden when:
- It’s a note for your team (dispatch instructions, difficult-client flags).
- It’s internal cost data that clients shouldn’t see.
- It’s redundant with information already shown elsewhere on the PDF.
Customize the look
Section titled “Customize the look”The field label and value follow your template’s standard styling — font, colors, and layout are inherited from the document template configured for that module.
What happens next
Section titled “What happens next”- All new PDFs generated from matching records include the field.
- Previously downloaded PDFs are not affected — only freshly generated ones pick up the new setting.
- Clients viewing an invoice or quote through the public portal link will also see the field.
- Preview before rolling out. After turning the toggle on, open any existing record and click Preview PDF to make sure the field appears where you expected.
- Use clear labels. “Ref” is fine for your team but “Reference Number” is clearer for clients. Rename the field if needed.
- Short values look better. A 5-word custom field label stretches a PDF row awkwardly. Keep names to 1-3 words when possible.
Will turning on the toggle update PDFs I’ve already sent?
No — only PDFs generated after you toggle it on include the field. Existing downloaded PDFs and emailed copies are static documents and don’t change. If you need the field on an old document, regenerate it after flipping the toggle.
Can I show a custom field on the quote but hide it on the invoice?
Yes — the toggle is per-field, and custom fields exist per module. Make a quote field visible while leaving the equivalent invoice field hidden. Or use Transferable to share a value between modules but only show it on one.
What happens if a custom field is empty on a record?
The line is hidden — Service Buddy doesn’t print Gate Code: with no value. So a partly-filled set of custom fields still produces a clean-looking PDF.
Can I rearrange the order custom fields appear on the PDF?
The order generally follows the order you created them in. If you need a specific arrangement, delete and recreate fields in the desired order, or contact support for a layout adjustment.
What if a value contains a long URL or paragraph of text?
Multi-Line Text and very long single-line values can wrap awkwardly on a PDF row. For long text the client really needs to see, consider putting it in the line item description or the SOW instead — those have more room.
Can I use a different label on the PDF than internally?
Not directly — the label on the PDF matches the field’s Name. If you need different labels, use a clearer client-facing name throughout (Reference Number instead of Ref).
Are custom fields visible on the client’s public link too?
Yes — when you toggle Show on preview/view template, the field appears on the client’s public portal view of the invoice/quote, not just the PDF download. Plan accordingly.