Business Central includes built-in tools that allow users to customize the documents and emails they send to customers and vendors. In this session, the team demonstrates how to create a custom sales invoice layout, build a branded email body, and connect both elements to Business Central's document sending process.

While our example uses a sales invoice, the same process can be applied to:

• Sales order confirmations
• Purchase orders
• Shipping notices
• Pick lists
• Other Business Central documents

Understanding report layouts

Business Central uses reports to generate business documents. Reports can have multiple layouts, allowing organizations to create different versions of the same document.

Examples include:

• Different branding styles
• Customized fonts and formatting
• Additional messaging or notes
• Customer-specific document designs

Layouts can be created using either Word or Microsoft SQL Server Report Builder. This class focuses on Word layouts.

Customizing a document layout

To modify an existing document layout:

1. Open Report Layouts.
2. Locate the desired report.
3. Export the existing Word layout.
4. Save the file with a new name.
5. Open the file in Microsoft Word.

Within Word, users can customize document elements such as:

• Font sizes
• Company information
• Customer information
• Text boxes
• Additional messaging

Users can also access the XML Mapping Pane from the Word Developer tab to view how document sections connect to Business Central data fields. After making changes, save the Word file and import it as a new report layout in Business Central.

Creating a custom email body

In addition to document layouts, Business Central allows users to create custom email bodies using Microsoft Word. Custom email bodies may include:

• Company branding
• Logos
• Personalized messaging
• Payment instructions
• Links to online payment portals

Once created, the email body can be imported into Business Central as a new layout.

Connecting layouts to Business Central

After creating both the document layout and email body:

1. Open Report Selection - Sales.
2. Select the document type.
3. Assign the custom report layout.
4. Assign the custom email body.
5. Enable the appropriate email settings.

These settings allow Business Central to automatically use the selected layouts when sending documents.

Creating Customer-Specific Layouts

Organizations can also assign unique layouts to individual customers.

To do this:

1. Open the Customer Card.
2. Navigate to Customer Document Layouts.
3. Select a custom report layout and email body.

Customer-specific settings override the general report selection settings, allowing targeted branding or messaging for key accounts.

Sending the document

When a user selects Print, Send, and Email from a posted sales invoice, Business Central automatically applies:

• The assigned email body
• The customized document layout
• Any customer-specific document settings

The result is more polished, professional communication that improves the customer experience.

Key takeaways

• Business Central allows low-code customization of documents and email communications.
• Word layouts can be used to modify invoices, orders, purchase documents, and other reports.
• Custom email bodies can include branding, messaging, and payment information.
• Layouts can be assigned globally or to specific customers.
• Customer-specific document layouts override default settings.
• Custom layouts help create more professional and consistent communications with customers and vendors.