Five kinds of template, so you never write the same sentence twice
The sentences under an invoice rarely change; the effort of typing them again every time does not. Five kinds of template take exactly that part off your hands.
- Five kinds of template
- Each one in English and German
- Placeholders fill themselves
- Service packagesENDE
- Opening textsENDE
- Closing notesENDE
- Payment termsENDE
- Email templatesENDE
- 5Kinds of template
- 2Languages per template: English and German
- 7Placeholders in the email templates
- BusinessThe plan from which the AI translates templates
- Per documentTemplate chosen there, not fixed to the client
Which templates exist
Volk Accountant has five kinds of template, each available in English and German: service packages as ready-made invoice lines with a price, opening texts above the line items, closing notes below them, payment terms, and email templates for invoices and quotes. The email templates hold placeholders for number, client, amount, date, company, due date and the acceptance link, which fill themselves when the message is sent. From the Business plan the AI translates templates between English and German on request, so a template written once exists in both languages. Which template a document uses is chosen per document and is not tied permanently to a client.
Where the five template kinds sit
These are not document templates but text blocks in fixed positions. That is why they combine instead of replacing one another.
A service package is a ready-made invoice line with a price. Meant for the service you sell again and again. Two clicks and the line sits in the invoice, amount included.
The other four are text in fixed positions. Because they are separate, they mix: the same payment terms under a different opening text, without a second complete template coming into existence somewhere and slowly drifting apart from the first.
- Service packagesas a line item, with a price
- Opening textsabove the line items
- Closing notesbelow the total
- Payment termsat the foot of the document
- Email templatesin the message, not the PDF
How templates get into both languages
A template that exists only in German stops being a template the moment the first English-speaking client appears.
- 1
Write it in one language
You create the template the way you phrase it. In English or in German, whichever you start with.
- 2
Have it translated
From the Business plan the AI produces the second version. It then stands as its own text and can be edited.
- 3
The right one is used
Which version goes into a document is decided by the language of the document, not by the language you happen to be working in.
The translated version stays a text of its own, not a live translation. That means you can improve it, and it will not change again by itself. With payment terms that is the more important half. There the exact wording matters, and wording that quietly changes is a risk. The language logic itself is set out on the page about the invoice.
The same translation also applies to the line items of an invoice. What is translated and what is not is covered under invoice translation.
The seven placeholders in email templates
An email template without placeholders is a text you overwrite before every send. At that point you could just type it.
Number, amount, date
Client and company
Due date and acceptance link
Seven placeholders is not a big number, and that is deliberate. They cover what genuinely varies in an invoice email; everything else is in the attachment anyway.
The acceptance link is the only placeholder that does anything in quote templates alone. How acceptance works is covered under quotes.
What this feature does not do
We put this in writing because it affects the decision. Finding out after you have paid means you bought the wrong tool.
- No template for the PDF layout itself. Logo, colours and details are yours to set; the DIN 5008 arrangement is not rearranged.
- No versions of a template. Change it and the new wording applies to the next documents. Existing documents stay as they were.
- AI translation starts on Business. On Starter you write the second language version yourself.
Questions that come up before you start
Which placeholders can an email template contain?
Number, client, amount, date, company, due date and the acceptance link for quotes. On sending they are replaced with the values of that document, so one template fits every client and each message still reads as a specific one.
Do edited templates apply to documents already sent?
No. An edited template applies from the next document onwards. Invoices and quotes already created keep the text they went out with. Volk Accountant keeps no version history for templates, so an earlier wording cannot be restored.
Does every template exist in both languages?
Yes, all five kinds exist in English and German: service packages, intro texts, closing notes, payment terms and email templates. From the Business plan the AI translates a template into the other language on request.
What is a service package?
A ready-made invoice line including its price, which you pick while writing instead of typing it. Anyone billing the same work every month sets it up once and then places it on each invoice with one click, description and unit included.
What goes with this
Further reading
InvoicingWhat has to be on a Cyprus invoice
The mandatory fields are not in the VAT Law. They are in a regulation from 2001. Read it closely and two things that every guide claims turn out not to be required at all.
ComparisonWhich accounting software is best for Cyprus?
There is no single best one. There is one that fits your case, and the question that decides it is not the price.
Self-employedSelf-Employed in Cyprus: Contributions, Tax and Deadlines
Anyone working for themselves in Cyprus pays contributions not on what they earned, but on an amount the law assigns to their occupation. That is the rule that surprises people most.
Checked 2 October 2026