The letterhead decides what every quote and every invoice from your business looks like. It is the one setting your customer really gets to see.
Settings → Templates & layout → Letterhead. The Office – Admin may change it.
Documents and reports are separate
At the top there are two tabs: Documents and Reports. They have settings of their own — a site diary may look different from an invoice.
Next to them on the right is the Preview, and it shows straight away what you are changing. For documents it shows two pages (an example quote), for reports one. You set the zoom level above the preview — “Full width” is the starting value.
Automatic or your own layout
This choice exists only for Documents, in the Layout card.
- Automatic layout — Zirko sets the sheet: header, address field, items, totals, footer. You specify the logo, the font and the margins.
- Your own layout — you upload your existing letterhead sheet as a background, and Zirko prints onto it. Header and footer then come from your sheet: Zirko prints no header, no logo and no footer of its own over it, only the page number. Zirko still places the recipient address.
With your own letterhead Zirko cannot check the mandatory details. Only your printer knows what is on your sheet. Check for yourself whether the address, the tax numbers and the representation are on it.
As long as no sheet that can be printed is on file, Zirko keeps printing its own header and footer — Zirko decides this page by page: if page 1 has no sheet, Zirko prints the header and sender block there; if the following pages have none, Zirko prints its footer there. Without this safety net, some documents would otherwise show no sender at all.
Check the letterhead
At the top of the Layout card there is a button that already names the result: Complete, “2 details missing” or “1 print layout note”. With your own layout the good state is called Business details complete — nobody has checked the sheet itself. If the button just says Check the letterhead, Zirko could not read part of it and found nothing in the rest.
A click opens the notes, in three groups:
- Mandatory details — what the law of your country requires on business letters and invoices. You do not enter them here but under Settings → Company → Business details; the button Go to business details takes you there.
- Completeness — phone number, email address, bank details shown on your documents and, with the automatic layout, a logo.
- Print layout — a background without page margins, a logo in PDF format (it is not printed), a background uploaded as a PDF from before 2026-09-22 (it is no longer printed — upload it again), a background not in your country's paper size in portrait, a recipient address outside the envelope window. The note then gives the limits of the window and the margin that fits.
Every note has a button that takes you to where you fix it. Which missing details block an invoice is explained under Business details, logo and tax numbers.
Uploading your own sheet
Under Custom background:
- Upload Background page 1.
- Only after that can Background from page 2 be lodged — many letterhead sheets have a header only on page 1.
Allowed are PNG, JPEG, WebP and PDF, up to 20 MB. If you delete page 1, the following pages go with it.
Zirko converts a PDF into an image on upload — the first page, at print resolution; only that way can the sheet actually be printed. If the PDF has several pages, Zirko tells you so right at upload. If a PDF cannot be opened (damaged, protected with a password), Zirko rejects it with a message and uploads nothing.
So that your text does not run into the sheet, you set three margins, each measured from the edge:
- Top: first page
- Top: following pages
- Bottom: all pages
In Germany, Austria, Switzerland and the other countries except the US and Canada you enter them in millimeters, from 0 to 99. In the US and Canada they are in inches, from 0 to 3.85, in steps of 0.05 — there Zirko prints on US Letter anyway, see below. A field you leave untouched keeps its saved value.
Font
Three fonts are available: Roboto (default), Open Sans and Lato. All three are made for tables and columns of figures.
Paper size
In the US and Canada Zirko prints on US Letter with the window of a #10 envelope, in all other countries on A4 under DIN 5008. The paper size follows the country your business is registered in; a document already issued keeps its paper size even if your business later moves.
Letterhead block
The buttons Edit company, Edit contact details, Edit sender line and Edit logo open the same fields as the “Business details” tab and write the same record. So you change them here, but see straight away in the preview how it works out.
Edit contact person is a list of its own: here you enter the phone number and email address for every employee with an office license who can be printed on a document as “Our contact person” — that is not the same as the business's own contact details.
The sender line is the small line above the address field that appears in the window envelope. You can switch it off, and you can lodge a different address there — a PO box, for instance. If that address is in Australia, the US, Canada, Japan, Italy or Romania, Zirko additionally asks for the region — without it, only “Austin, 78702” would show instead of “Austin, TX 78702”. The preview and the printed document show the same lines.
US Letter: A long recipient line wraps there inside the window; the sender block sits to the right of it in a column of its own. The sender line itself stays on one line and ends with “…” if needed.
Footer
For Documents the footer carries the legal details and the bank details; you edit both through the buttons “Edit legal details” and “Edit bank details”. With your own layout Zirko does not print this footer.
For Reports it is four switches, all switched on by default:
- Signature field on quotes
- Show “Created with Zirko”
- Show page numbers
- Show separator line
Is there already a signature line in your closing text for quotes? Then Zirko warns you — otherwise there would be two on the sheet.