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Setting Up PDF Branding

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Add your logo, theme color, and custom header text to the PDFs you share with clients, including forms, invoices, session notes, protocols, and superbills. This article shows you where to find your PDF branding settings, how to set them up, and how they fit with the rest of your branding.

In this article:

Before You Begin

  • Plan requirement. PDF branding is available on the Professional Plan and up. If you downgrade below the Professional Plan, your PDF brand settings are locked and you are not able to change them.
     
  • PDF branding has its own settings. Your PDF logo and header text live on the same Logo & Branding page as your other branding, but changing one does not change the other. Your brand colors are the exception: they also appear in your PDFs, most noticeably in the Vibrant layout.
     
  • PDF branding is a practice-wide setting. On a Team plan, the settings apply to PDFs across your practice.
     
  • If you do not set any PDF brand options, Practice Better does not add custom branding to your PDFs.

Finding Your PDF Branding Settings

  1. Go to Settings > Logo & Branding.
     
  2. Scroll to the PDF Branding section or click the PDFs tab in the navigation bar.

Adding Your Logo to PDFs

The logo you add here appears on your PDFs only. Use a JPG or PNG file. For best results, use a logo with a transparent background and dimensions of 400 pixels by 120 pixels.

  1. Go to Settings > Logo & Branding and scroll to the PDF Branding section.
     
  2. Click Select image and choose a logo from your computer or device.

     
  3. Crop and resize the image in the pop-up, then save the logo.

     
  4. Click Save Changes near the top-right, or click the Save & Preview PDF button to save immediately and open a PDF preview in a new tab. 

Adjusting the Position and Size of Your Logo

Depending on the style of your logo, you can change where it sits on your PDFs.

  1. In the Logo Alignment section, choose the position you want. Choose from: left-aligned (above text), left-aligned (beside text), centered, or right-aligned. 

     
  2. Choose the logo size: Normal or Large.

     
  3. Click Save Changes near the top-right, or click the Save & Preview PDF button to save immediately and open a PDF preview in a new tab. 

Choosing a PDF Layout

Practice Better offers two PDF layouts.

  • Eco-friendly. A black and white layout on a white background. It uses less ink when you print.
  • Vibrant. A layout that uses your theme color. Your theme color fills the header area behind your logo and the document title, colors the section headings, and fills the footer area.

To choose a layout:

  1. Go to Settings > Logo & Branding and scroll to the PDF Layout Options section.
     
  2. Select Eco-friendly or Vibrant.

     
  3. Click Save Changes near the top-right, or click the Save & Preview PDF button to save immediately and open a PDF preview in a new tab. 

Your theme color comes from the Company Colors section of the Logo & Branding page.

In the Layout Options section, you can also choose to show:

  • Your company name and slogan in the PDF footer.
  • Your company name in the PDF header (forms and waivers only).
  • The Document ID in the PDF footer. Use the Document ID for auditing and reporting.

Always remember to Save after making updates. 

Customizing PDF Headers

You can customize the header text on PDFs for forms, invoices, session notes, protocols, and superbills. Each header has a left side and a right side, and each side holds up to 150 characters.

  1. Go to Settings > Logo & Branding and scroll to the PDF Header Options section.
     
  2. Click the checkbox next to the template you want to customize.

     
  3. Type your text in the Left header and Right header fields.

     
  4. Click the <> button to the right of a field and select a placeholder to insert. Placeholders fill in automatically for each PDF, such as the client's name or the date.

     
  5. Select or clear Display header on first page.
     
  6. Click Done, then Save Changes near the top-right. 

To return a header to its original text, click Use default in the pop-up.

PDF Header Placeholders by Resource

Every resource-specific PDF header template includes these contact placeholders: Contact name, Contact legal first name, Contact preferred first name, Contact last name, Contact date of birth, and Contact date of birth and age. Each resource-specific PDF header template also includes its own placeholders.

PDF Header Template Resource-Specific Placeholders Header Text You See When You Open It
Forms Form name, Date completed

Left: %FORM_NAME%

Right: %CONTACT_NAME% - %DATE_COMPLETED%
Invoices Invoice number, Invoice date Left: %INVOICE_NUMBER%, %INVOICE_DATE%
Session Notes Notes name, Date prepared

Left: %NOTES_NAME%, %DATE_PREPARED%

Right: Prepared for %CONTACT_NAME%
Protocols Protocol name, Protocol start date

Left: %PROTOCOL_NAME%, %PROTOCOL_START_DATE%

Right: Prepared for %CONTACT_NAME%
Superbills Superbill number, Superbill date Left: %SUPERBILL_NUMBER%, %SUPERBILL_DATE%

Previewing Your PDF Branding

See a sample of your PDF with your changes before you share anything with clients.

  1. Go to Settings > Logo & Branding.
     
  2. Click Save & Preview PDF in the PDF Layout Options section or the PDF Branding section.

PDFs That Use Your Branding

Your PDF branding appears on PDFs for forms and waivers, invoices, session notes, protocols, and superbills.

Forms and Waivers

You can generate PDFs only for forms and waivers created with the Form Builder.

  1. Go to My Practice > Forms & Waivers.
  2. Click the More Options menu (3 dots) next to a form, then click Preview as PDF.

To view a PDF of a form your client completed, open the Forms & Waivers section of their client file. Click the Download as.. button, then select Download as PDF.

Invoices and Superbills

Open invoice and superbill PDFs from your client's record or from your Billing & Payments section.

Learn more:

Protocols

You can view both draft and published protocols as PDFs. If you work with supplements, Practice Better also generates a supplement chart that your clients can print for easy reference.

  1. Go to your client's Protocols page.
  2. Click Preview on a published protocol to open it.
    • For a draft protocol, click the More Options menu (3 dots) and select Preview as PDF.
  3. Click the Download button near the top-right. 

Session Notes

  1. Open the Notes section of your client's record.
  2. Click the More Options menu (3 dots) next to a session note, then select View as PDF.

How PDF Branding Fits With Your Other Branding

  • Portal, personalized URL, and mobile app. Your PDF logo and header settings are separate from your website and email logo, and one does not affect the other. Your brand colors are shared, and they appear in your PDFs especially when you choose the Vibrant layout. Personalized URL, Logo & Branding →
  • Client emails. Email headers, footers, and sender names are set in Notification Preferences, not in PDF Header Options. Email Branding & Customization →

📍 Note: A personalized URL and portal branding require the Plus Plan or higher. PDF branding requires the Professional Plan or higher.

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