Creating and using titles and legal forms

In the settings you can create titles and legal forms and then add them to a customer or supplier file. They matter most for letters and e-mail traffic with the customer or supplier: they make sure you address someone correctly (e.g. 'Mr.', 'Mrs.') and that the right legal form (e.g. Ltd, PLC) appears on your documents.

• Title = the way you address someone (for example Mr., Mrs., Dr.).
• Legal form = the legal form of a company (for example Ltd, PLC, LLP, sole trader).

Where do I find this setting?

Go to Settings > General and click Title & Legal forms in the menu on the left. This is where you manage both lists.

Step 1 – Create titles

Titles are a simple list of words. By default the list contains dhr. and mevr. (the Dutch titles). You can change them or add your own.

1. Go to Settings > General and click Title & Legal forms.
2. Under Title, type a new value in the Add field (e.g. Dr., Family) and press Enter. You remove a value with the little cross.
3. Click Activate settings.

Step 2 – Create legal forms

A legal form has more options than a title. For each legal form you set:

• the Name of the legal form (e.g. Ltd);
• the Suffix customer name: the abbreviation that is automatically placed after the customer name on your documents (e.g. Peeters Construction → Peeters Construction Ltd);
• whether the legal form is VAT liable, Not liable to VAT or Exempt. This does not change the VAT calculation on your documents. If you use the Exact Online integration, this choice is passed on.

1. Go to Settings > General and click Title & Legal forms.
2. Click Add and fill in the fields above in the new card. You remove a legal form with the red bin.
3. Click Activate settings.

Step 3 – Add to a customer or supplier

1. Open a customer or supplier file.
2. On the customer, choose the Title and/or Legal form you want.
3. • On a supplier you can only choose a Legal form; a title is not available there.
3. Save the file.

Use in documents and e-mails

On your documents (quotations, orders, invoices, delivery notes, work orders, letters, ...) Robaws automatically shows the name as title + name + suffix customer name, e.g. Mr. Janssens or Peeters Construction Ltd.

In your own texts you can show the chosen values with replacement codes:

• Title of the customer: ${clientTitle}
• Legal form (name) of the customer or supplier: ${legalForm}

This way you don't have to type the salutation and the legal form by hand every time in your letters, quotations and e-mails.

Worked example

Installation company Aqua Comfort sends documents to both private individuals and companies. They set it up as follows:

• Titles: Mr., Mrs. and Family (for households).
• Legal forms: Ltd (suffix customer name: Ltd, VAT liable) and Sole trader (no suffix, VAT liable).

For their customer Peeters Construction they choose the legal form Ltd on the file; the quotation then shows Peeters Construction Ltd. For their private customer Janssens they choose the title Mr. and leave the legal form empty; in the accompanying e-mail they use the greeting "Dear ${clientTitle} Janssens". This way every customer automatically gets the right salutation, without typing it by hand.

Good to know

• The settings under Settings > General are only available to users with administrator rights (admin).
• A supplier has no title field, only a legal form. A customer has both.
• On the file, the field for the title is called Title: you choose one value from the list you built in the settings.
• If you change the list of titles later, the value on existing customer files stays the same.

Updated on: 13/10/2026