Print Assets in Manage: upload a signature, stamp or UPI QR once and use it on every invoice

Print assets in Manage are the signature, stamp and UPI QR images you upload once for a company so they can be picked in Smart Books and printed on invoices and other documents. If you are tired of pasting the same signature image into every template, this is the place to keep them in one tidy library.

This guide walks through what you can upload, the limits to expect, who is allowed to change things, and a simple routine to keep the library clean. It is based on how the Manage app works today.

Print assets in Manage: what they are and where to find them

Manage is where you set up a company: its branches, financial years and key people. It also holds a Print Assets page, reachable from the left menu. The page shows the images for the company you have selected, and its subtitle says they are picked in Smart Books under Settings → Printing and then printed on your invoices and other documents.

Think of it as a shared drawer. Manage stores the images; Smart Books uses them when it prints. If you have not yet chosen a company, the page simply asks you to pick one first.

The three kinds of print assets

The page has three tabs, one for each kind of image:

• Signatures – authorised-signatory images printed above the signature line.
• Stamps – company stamp or seal images placed alongside the signature.
• UPI QR Codes – pre-generated static UPI QR images. The page itself notes that Smart Books prefers a dynamic per-invoice QR, so use a static one only when a fixed QR is really required.

The UPI QR note is worth taking seriously. A fixed QR cannot carry the amount of a particular invoice, so your customer has to type it in. Use it for situations such as a counter sale where the payer enters the amount anyway.

How to upload an image

1. Open Print Assets and choose the tab for the kind of image.
2. In the Upload new box, choose a file from your computer.
3. Check the small preview that appears. Add a label, for example the signatory's name and role.
4. Click Save. A short "Asset uploaded" message confirms it.

The label can be up to 120 characters. A clear label matters more than it seems: if you keep two signatures for two directors, "Signature 1" and "Signature 2" will confuse the person choosing one in Smart Books six months later.

File limits to keep in mind

If a file is too large or in another format, the page tells you straight away ("File too large — max 256 KB" or "Allowed formats: PNG, JPEG, SVG"). The server checks the same limits, so a renamed file will not slip through.

A practical tip: scan the signature on plain white paper, crop closely, and export a PNG. A tightly cropped image at a modest size is usually well under the limit. SVG files are cleaned on the server before they are stored, with scripts and other unsafe content removed, so an SVG exported from a design tool is fine, though a plain PNG is the simplest choice for a scanned signature.

Who can upload, rename or archive

Only the company owner can upload, rename or archive print assets. Other members of the company can see the library and pick the images in Smart Books, but the upload box is disabled for them and the page says so. The server enforces the same rule, so it is not just a hidden button.

This is a sensible control for a signature or stamp. If your accountant needs a new signature added, ask the owner to upload it. For how people get access to a company in the first place, see our guide to the Workspace team and Company users in Manage.

Rename, archive and restore instead of deleting

Each image has a small pencil icon to rename its label and an Archive button. There is no delete button on this page. Archiving hides the image from the normal list and from the picker that Smart Books uses by default, while the stored file is kept. If you archive the wrong one, tick Show archived, find it (it carries an "Archived" badge) and click Restore.

A good habit when a signatory leaves or a stamp is redesigned: upload the new image first, confirm it in Smart Books, then archive the old one. That way you never have a gap when someone needs to print an invoice.

A simple routine for a clean library

• Start of the financial year: check each tab and archive images that are no longer in use. Our note on financial years and branches in Manage covers the other set-up tasks worth doing at that time.
• When an authorised signatory changes: upload, label, test, then archive the old signature.
• Before a new company goes live: make sure the company details, such as the GSTIN, are right first. See entering a GSTIN in Manage.
• Whenever you contact support: each image has a Details for support drop-down showing its Asset ID, which helps support find the exact file.

Key takeaways

• Print assets are signature, stamp and static UPI QR images stored per company in Manage.
• Pick them in Smart Books under Settings → Printing; Manage only stores them.
• Files must be PNG, JPEG or SVG, up to 256 KB and 1024 × 1024 pixels.
• Only the company owner can upload, rename, archive or restore.
• Archive and restore replace deletion, so an old image is never lost by accident.

If you run several companies and want their branches, financial years, key people and print images managed from one place, take a look at Aicountly Manage. As always, confirm what must appear on your invoices and who may sign them with your chartered accountant.

Related reading

• Manage — company, branch and FY context
• Workspace team vs Company users in Manage: who opens every company and who opens just one
• Entering a GSTIN in Manage: what the 15 characters mean and why a number is refused