How to Add a Footer in Sage Online

Sage Online, part of the Sage Business Cloud suite, is one of the most popular accounting and invoicing platforms for small and medium-sized businesses. It provides users with powerful tools to manage invoices, payments, taxes, and reports,  all in one centralized system accessible from any web browser.

One of the most valuable features Sage Online offers is the ability to customize your invoices, allowing you to create professional, branded documents that reflect your business identity. Among these customization options, adding a footer is one of the simplest yet most effective ways to enhance your invoice design.

A footer can contain important information such as your company registration details, payment instructions, legal disclaimers, or even a simple thank-you message to your customers. When used effectively, it not only improves the professional appearance of your invoices but also ensures compliance and clear communication with clients.

Understanding What a Footer Does

Before jumping into the steps, let’s clarify what a footer is and why it’s important.

A footer in Sage Online appears at the bottom of your invoices, quotes, or credit notes. It remains consistent across all pages and usually contains static information—details that don’t change from one document to another.

Typical uses for the footer include:

• Company registration or tax details
• Banking or payment information
• Contact information
• Legal or compliance statements
• A thank-you note or message to customers
• Branding elements, such as slogans or taglines

The footer area is part of your invoice template, meaning that once it’s added, it will automatically appear on every invoice you generate using that layout. This saves time and ensures a uniform, professional look across all your documents.

Step 1: Log in to Sage Online

Start by logging into your Sage Online account. You’ll be greeted by the dashboard, which gives you a quick overview of your business finances, including unpaid invoices, cash flow, and other accounting metrics.  To edit your invoice templates, you’ll need to access the Settings section of the platform, where all customization options are stored.

Step 2: Navigate to Settings

In the upper-right corner of your Sage Online interface, look for the Settings or Cog icon. Click it to open a dropdown menu of options related to your business configuration.

From there, select Business Settings or Invoice and Document Settings, depending on the version of Sage Online you’re using. This section allows you to modify your organization’s details, invoice layouts, and document preferences.

Step 3: Access Document Customization

Once inside the settings area, locate the section labeled Document Preferences, Document Layouts, or simply Invoices and Templates.

This is where Sage Online stores all templates used for your documents—such as invoices, quotes, and credit notes. Each template defines the structure, design, and formatting of your outgoing documents.

To add a footer, you’ll be working within this template editor.

Step 4: Choose the Invoice Template You Want to Edit

Sage Online allows you to choose from a range of predefined invoice templates. These templates can differ in layout, orientation, and design style.

Find the template you currently use for invoices. If you’re unsure, check which one is marked as your default. Once identified, click Edit to open the template customization screen.

You can also create a new template by duplicating an existing one. This is useful if you want to test changes without affecting your live invoices.

Step 5: Open the Footer Section

Inside the template editor, you’ll see different sections representing parts of the document,  typically the Header, Body, and Footer.

Scroll to the bottom of the layout to find the Footer area. This section is usually empty by default, but it’s ready for you to customize.

If you don’t immediately see a footer field, check for an option such as Show Footer or Enable Footer and make sure it’s turned on. Some layouts allow you to toggle sections on and off to keep designs clean.

Step 6: Add Your Footer Text

Now that you’re in the footer section, you can start adding your desired text. Sage Online provides a text box that accepts plain or rich text, depending on your plan and template type.

The most common details to include in a footer are:

• Company registration information:
  For example, “Registered in the United Kingdom under Company No. 12345678.”
• Tax or VAT details:
  “VAT Registration No. GB123456789.”
• Payment details:
  “Please make all payments to: ABC Ltd, Sort Code 00-00-00, Account Number 12345678.”
• Thank-you messages:
  “Thank you for your business! We appreciate your prompt payment.”
• Legal disclaimers:
  “This invoice is a computer-generated document and does not require a signature.”
• Slogan or branding statement:
  “Delivering quality and reliability since 2010.”

You can include one or several of these depending on your needs. The key is to keep it short, relevant, and professional.

Step 7: Format the Footer

Once you’ve entered your footer text, you can use the formatting tools available in the editor to make it visually appealing and readable.

Sage Online allows you to adjust:

• Font type and size
• Bold, italic, or underline
• Text alignment (left, center, or right)
• Line spacing
• Color of the text

Good formatting ensures your footer looks clean and doesn’t clutter the bottom of your invoice. A consistent font and alignment also help maintain your brand’s professional image.

Step 8: Preview the Footer

Before saving your changes, use the Preview function to check how your footer looks on the invoice.

The preview option shows you exactly how your invoice will appear to clients—both on screen and in PDF format. Carefully inspect the footer’s position, alignment, and readability.

Make sure:

• The text isn’t cut off or overlapping other sections.
• It’s clearly visible but not too prominent.
• There’s enough space between the invoice total and the footer.

If something doesn’t look right, return to the editor and make small adjustments.

Step 9: Save and Apply the Template

Once you’re satisfied with the footer design, click Save to apply your changes.

If you want this updated template to appear on all new invoices, set it as your Default Template. This ensures that every invoice you generate from now on automatically includes the footer you’ve created.

You can always switch between templates or update the footer later if your details or preferences change.

Step 10: Test Your Footer on a Real Invoice

It’s good practice to test your new footer on a sample invoice before sending anything to clients.  Go back to your main Sage Online dashboard, create a dummy invoice, and fill in basic details for a test customer. Then generate a preview or download the PDF version.  Check the bottom of the invoice to make sure your footer appears correctly. Look for proper spacing, accurate information, and clear readability.  If everything looks right, you’re ready to start using your customized footer in real invoices.

Step 11: Editing or Updating the Footer Later

You can edit or update your footer anytime by returning to the same template editor in your settings.  For instance, if your bank details change or you want to modify your thank-you message, simply open the template, scroll to the footer, make the necessary edits, and save again.  It’s worth noting that changes to the footer will apply to new invoices only. Previously issued invoices will retain the old footer text to preserve accurate historical records.

Step 12: Using the Footer for Branding and Communication

The footer isn’t just about compliance,  it’s also a subtle but powerful branding tool.  Including your slogan or a friendly thank-you note at the bottom of your invoice adds warmth and professionalism to what is otherwise a purely transactional document. It’s also one of the last things your customer sees before making a payment, which can reinforce positive associations with your brand.  If your company has a tagline, such as “Quality you can count on,” including it in your footer strengthens your identity across all communications.

Step 13: Legal and Compliance Considerations

In many countries, invoices must contain specific legal details. Including these in your footer is an easy way to ensure compliance.  For example, in the UK, registered limited companies must display their registered office address and company number on invoices. Businesses registered for VAT must also show their VAT registration number.

By placing this information in the footer, you keep your main invoice layout clean while still meeting legal requirements.  Similarly, if your business operates internationally, you might need to include specific tax identifiers, terms, or payment instructions based on regional regulations.

Step 14: Applying Footers to Other Documents

Once you’ve perfected your invoice footer, you can apply the same principle to other documents in Sage Online,  such as quotes, estimates, and credit notes.  To do this, return to the Templates section and edit each document type individually. Copy the same footer text, or customize it slightly depending on the document’s purpose.

Using consistent footer styles across all your business documents strengthens your brand and ensures that all your communication materials share a cohesive look and tone.

Step 15: Troubleshooting Common Footer Issues

Sometimes, users encounter small issues when adding or editing footers in Sage Online. Here are a few common ones and how to resolve them:

Footer doesn’t appear on PDF invoices:
Make sure the footer section is enabled in your template settings. If it’s disabled, the system won’t render it in printed or downloaded versions.

Footer overlaps totals or text:
Reduce the font size or the number of lines in your footer. The layout may have limited space, especially in compact templates.

Changes don’t show up on existing invoices:
Updates only apply to new invoices created after saving the template. Older invoices retain the original layout.

Footer alignment looks off:
Use the preview tool to adjust spacing and alignment. Sometimes left-aligning or centering text solves misalignment issues.

Information looks inconsistent across templates:
If you use multiple invoice templates, make sure all footers are updated to match for brand consistency.

By understanding these potential issues, you can maintain a clean and professional design across all your invoices.

Step 16: Best Practices for an Effective Footer

When designing your footer, follow these best practices to make it look professional and functional:

1. Keep it short and relevant: Avoid overloading your footer with too much text. Include only information that adds value or is legally required.
2. Use consistent formatting: Match the font and color scheme with the rest of your invoice.
3. Include key details: Add your registration number, tax ID, and payment details if relevant.
4. Maintain a polite tone: A short thank-you message can go a long way in building goodwill.
5. Ensure legibility: Use clear fonts and avoid making the footer too small or faint.
6. Update regularly: Check your footer periodically to ensure the information remains accurate and current.
7. Test before sending: Always preview your invoices to confirm the footer appears correctly before sending them to clients.

A professional footer helps you communicate clearly, stay compliant, and leave a lasting impression on clients.

Step 17: The Importance of Professional Presentation

Your invoices are more than payment requests,  they represent your business. Every element, from your logo to your footer, reflects your attention to detail and professionalism.  A well-designed footer not only improves the visual balance of your invoice but also ensures that your clients have all the necessary information to pay you promptly and contact you if needed.  It’s a small feature that can make a big difference in how customers perceive your business’s reliability and organization.

Adding a footer in Sage Online is a simple yet powerful way to enhance your invoices. It allows you to present critical details, stay compliant with legal requirements, and project a professional image to your clients.  By navigating to your Document Templates through the Settings menu, you can easily add and format a footer that will appear on all your invoices. Whether you use it to include company details, payment information, or a personalized thank-you message, the footer helps your invoices look polished and complete.

With regular updates and careful formatting, your footer can become a valuable communication tool,  balancing professionalism, compliance, and branding in every document you send.  A clear, well-crafted footer is the final touch that turns a standard invoice into a reflection of your company’s quality and care.