Creating your background

The background of the company is a pdf document on which all the company details are shown (for example logo, address, contact details, VAT number, and so on).
Using a background gives a professional look to the layout of the documents you send to a customer or supplier.

Jump straight to:

• What information must appear on my background?
• How do I add my background?
• Background from the 2nd page
• Different backgrounds
• Creating documents without a background
• Problems

What information must appear on my background?

Since the invoice is also shown on your background, you have to make sure that at least all the legally required invoice details are stated on it.
Make sure you include:

• your logo
• the name of your company
• the address of your company
• the VAT or company registration number of your company
• your IBAN/BIC number
• optionally contact details (telephone, mobile, e-mail, website, and so on)

Do you not have a background yet? You can easily create one in Word or Canva and convert it into a pdf document.

How do I add my background?

1. You can load the background via settings > general > master data > company > background.
2. Make sure it is a .pdf, not a Word file or another format.
3. Adjust the margins if necessary
4. Activate the settings
5. Generate a document (for example a quotation) to see whether the margins are set correctly

Vertical background

This background is used for all documents whose pdf is generated vertically (for example quotation, work order, invoice, and so on).

Horizontal background

This background is used for all documents whose pdf is generated horizontally (for example progress claim, calculation document of a quotation).

Background from the 2nd page

If you want the standard background to apply only to the first page of the document, you can choose to upload a second background.
That background is then shown on every following page of the document.
This can be useful if, for example, you only want to place your logo on the first page.

To add a different background from the 2nd page, you activate the function 'Background from 2nd page' or 'Horizontal background from 2nd page'.

Multiple backgrounds

You can set a separate background per company. If you want to use a different background for different departments within your company, you can (if your licence allows it) create multiple companies in Robaws and draw up a different background for each department.

Documents without a background

Sometimes you may want a blank print, without the background.
For most modules you can set per pdf whether the background has to be used or not. You set this via settings > module > pdf > use background.

Example: this can be useful if you want to print the quotation on pre-printed stationery. Create 2 different pdfs:

• a pdf "quotation on background" (to e-mail)
• a pdf "quotation without background" (to print on your pre-printed stationery).

Problems

The background does not appear on my document

Possible reasons:

• the background is not a .pdf
• "use background" is unticked in the settings of the document
• in the Robaws test environment the background is never shown

The title runs through my logo

The margins are not set correctly -> adjust the margins (or the background)

The background is not shown in the correct format

The background must be set up as A4. Check that this is indeed the case.

Updated on: 09/09/2026