Terms and conditions on your documents

Terms and conditions are the fine print at the bottom of your documents. For example, your warranty rules on an invoice, or “We aren’t responsible for data loss” on a job sheet. You write them once for each type of document, and BytePhase fills them in on every new one.

To open the page: Settings › Documents & printing › Terms and Conditions. On a phone: More › System › Settings › Documents & printing › Terms and Conditions.

Each business has its own terms

The line at the top shows which business you’re changing. Your other business keeps its own terms. To change them, switch to that business first. When you add a new business, you can also write its terms in the Terms & print format step.

Who can change them

• To open the page, your shop owner must let you see business settings (Business Settings › View).
• To add or edit terms, you also need Business Settings › Change settings.

Add or change terms

1. In Document type, pick the document, for example Invoice. Each type in the list shows Added or Not added.
2. Click Add terms, or Edit if there are terms already.
3. Type your terms. You can use bold, lists, headings and links. The limit is 50,000 characters.
4. Click Save.

Document types

Document type	Where the terms appear
Job Sheet	The job sheet you give at drop-off
Quotation	Quotations, for jobs and on their own
Invoice	Job invoices
Sale	Sale invoices
Payment Receipt	Payment receipts
Delivery Challan	The delivery receipt when the device goes back
Purchase	Purchase invoices
Diagnosis Report	Diagnosis reports
Amc Contract	AMC contracts
Rental Contract	Rental contracts
Pickup / Drop	Pickup & drop receipts
Self CheckIn	The self check-in form your customers fill in
GDPR Compliance	The data consent wording shown to customers

A type with a padlock isn’t in your plan. Clicking it opens the upgrade message. See Plans and what’s included.

How terms reach a document

• New documents get the current terms. When you create a job, quotation, invoice, sale, purchase, payment, delivery or diagnosis report, BytePhase fills in the terms for that type. The form shows Default terms applied.
• You can change them for one document. On the form, open Terms and Conditions and edit the text. The form then shows Custom terms applied. Only that document changes.
• Saved documents keep their own terms. Each document saves a copy of its terms. If you change the terms in Settings later, documents you already made keep the old wording. Only new documents get the new terms.
• Pickup & drop receipts are the exception. They always print the business’s current Pickup / Drop terms.

Show or hide terms on the printout

Terms print only when the Terms and Conditions option is on in Print settings › Footer & branding. See Print settings. If a document has no terms, nothing prints in that space.

Good to know

• The terms follow the document’s business. A document made under business A always has A’s terms, even if you print it while business B is picked. See Which business’s details print.
• Terms aren’t the same as a note. A Note is something you write on one document. It has its own switch in Print settings.