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Letterheads for multiple locations

Add a letterhead for each location or brand your company works under, set where each teammate starts, and switch letterheads when you export.

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A letterhead is the header on your estimates and exports: the logo, name, address, phone, email and license number. Your company details from Settings > Company are the company default. If you work under more than one name, add a letterhead for each, and anyone on the team can pick the right one when they export.

When to add a letterhead

Add one when the same Wave account sends work under different names or addresses, for example:

  • A second location or territory with its own address and phone
  • A separate brand or business name
  • A location with its own contractor license

If you only ever send work under one name, you don't need extra letterheads. Keep your details up to date in Company info.

Your company name locks after setup. To change it, contact support, or add a letterhead for the new location or territory.

Add and edit a letterhead

Only Admins can add, edit or remove letterheads.

  1. Open the account menu and choose Settings, then select the Letterheads tab. On a phone, pick Letterheads from the dropdown at the top of Settings.
  2. Click + Add letterhead.
  3. Type the Name on the letterhead, the business name this location uses, and click Add letterhead.
  4. Wave opens the new letterhead. Fill in what's different for this location: Logo, Address, Phone, Email and License #.

Changes save as you go. Any field you leave blank uses the company default, shown in grey, and the preview at the top shows the header this letterhead prints. A logo can be a PNG, JPG, GIF or WebP image up to 5 MB.

To change a letterhead later, click Edit on its row. To edit the company default, click Edit on the row marked Company default, which takes you to the Company tab. To delete one, open it and click Remove letterhead. It stops appearing on exports, and anyone who started on it goes back to the company default.

Set a teammate's default letterhead

Once your company has two or more letterheads, an Admin can choose where each person starts.

  1. In Settings, select the Team tab.
  2. Next to each person, pick their default letterhead.

This only sets where each person starts. They can change their own in Preferences. New members start on the company default.

Pick a letterhead when you export

With two or more letterheads, the Export dialog shows a Letterhead section with the one that will print. Your default is preselected.

  1. Open the Export dialog from the job.
  2. Under Letterhead, click Change and pick another.
  3. To start on this letterhead every time, tick Make this my default.

Anyone on the team can switch letterheads while exporting. You don't need to be an Admin. See Export reports.

Ask every time

If you switch between locations often, have Wave show the full list on every export instead of preselecting yours.

  1. In Settings, select the Preferences tab.
  2. Under Exports, choose My letterhead, the one your exports start on.
  3. Turn on Ask every time.

These controls only appear once your company has two or more letterheads. Changing them affects only you.

Letterheads on the Xactimate export

The letterhead you pick prints on the PDF and also goes into the Xactimate export (.ESX). QuickBooks invoices don't carry a letterhead.

A letterhead is separate from your Xactimate accounts. If your company has set up more than one Xactimate account, Wave asks which company the file is for. See Set up the Xactimate export.

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