Three things come onto or with every document automatically, without you touching them while writing: the texts above and below the line items, the attachments, and the name of the PDF file. You set all three once — under Settings → Templates & layout, in the tabs Opening & closing texts, Automatic attachments and File names. The office admin may change them.
Opening & closing texts
The opening text appears on the document after the salutation, the closing text after the totals block. Both exist per document type — quote, cost estimate, order confirmation, delivery note, invoice, interim invoice, final invoice, credit note — and per document type any number of text blocks.
Suitable texts come preset, such as the note on retention obligations under every invoice. Switching off works without a switch: remove all text blocks of a document type, and that document type prints no text.
The email text is something else. What appears in the message field of the email is maintained under Email sending — this is about what appears on the page.
Automatic attachments
Zirko generates two attachments itself, both on by default. They appear as pages of their own in the document and in the PDF:
- Section summary — the summary of the sections of a structured document.
- Measurement — the measurement lines behind the line items.
Below that, under Your own attachments, you can store one file of your own per document type — the usual case is your terms and conditions, which belong with every quote and every invoice. Allowed are PDF, PNG, JPEG and WebP in A4 format, up to 20 MB. One file applies to exactly one document type; if the terms belong with quote and invoice, upload them for both.
The setting is the default: on the individual document you can add or remove attachments without changing the setting.
How an attachment goes out depends on the document type. For quotes, cost estimates, order confirmations and delivery notes, your attachments are inserted as pages of their own into the same PDF. For invoices and interim invoices, they go out as separate files with the email, alongside the document PDF and an e-invoice. In both cases, the document also names them in the “Appendices” line.
File names
Here you build the naming pattern of the PDF files from elements: document type, document number, subject, project name, project number, recipient, customer number, date, date (ISO) — each at most once, in your order. Between them stands the separator of your choice: hyphen, underscore or space. An example shows immediately what comes out — such as Quote_Q-2026-014_Bathroom refurbishment.pdf.
If an element is empty on a document — the subject, say — it drops out along with its separator instead of leaving a gap. The e-invoice gets the same name with the .xml ending.
The pattern applies to the bulk download from the document list. The single download on the document is simply named after the document number — short and unambiguous.
What does not work today
- No free text in the file name. There are the nine elements, no words of your own in between.
- One file of your own per document type, not several.
- Texts apply per document type, not per customer. While writing a document, though, you can change the text for that one document at any time.