The letterhead system
How WAQAF builds the header, contact footer and signature lines on every printed receipt, voucher and report from your organisation's letterhead profile.
Every document WAQAF prints — a donation receipt, a payment voucher, a finance report — is wrapped in the same letterhead "chrome": a header with your logo and full legal name, a contact band at the foot of the page, and (on vouchers and reports) signature lines. You don't build this per document. WAQAF assembles it automatically from a few sources you set once: your letterhead profile, your bank accounts, and your designated signatories. This page explains what feeds each part so you know where to go when something looks wrong on a printout.
Who can do this. Viewing the letterhead is open to anyone with finance read access, but editing the profile needs a finance role that grants update — typically the Accountant or Finance Manager. Choosing which people sign (the designated signatories) is a separate, higher bar: only a CEO, owner or admin sees those two pickers. If you don't see the Letterhead settings at all, your role doesn't allow it; see Members & roles.
Where to find it. Finance → Settings → Letterhead — the same screen carries a live A4 preview that updates as you type, so you can confirm the result before printing anything for real.
The three parts of the letterhead
A printed page has three letterhead zones, each fed by a different source.
The header (logo and legal name)
At the top inline-start corner WAQAF places your logo and, beside it, your organisation's full legal name — the formal name, not a short brand name. The reference number and the date sit at the opposite end, and a thin deep-blue rule runs underneath. The logo is sized down to fit (roughly 16mm tall), so a large image still sits neatly in the masthead.
Both come from your letterhead profile, with sensible fallbacks: the legal name uses the Arabic or English name you entered (matching the print language), falling back to your organisation's account name if you left it blank; the logo uses the profile logo if set, otherwise your organisation's main logo.
The contact footer band
At the foot of the page WAQAF composes a single contact band — your address, a Mobile line and an E-mail line — beside a row of social media icons, with a verification QR code pinned to the end. Empty fields are simply skipped, so you never get a blank "Mobile:" line.
The address, phone and e-mail come straight from your letterhead profile. The social icons are drawn from the profile's social fields (Instagram, X, Facebook, YouTube, LinkedIn, WhatsApp) — each becomes a real brand glyph and a clickable link, shown only when you've filled that field. This footer band repeats on every printed page, not just the first.
Bank accounts
Just above the contact band, WAQAF can print up to three of your bank accounts, each as a small two-line block: the bank/account name with a landmark icon, then the account number underneath. These do not come from the letterhead profile — they come from your bank accounts list, where each account has a Show on letterhead switch. Only active bank-channel accounts with that switch on appear, and only the first three.
Signature lines
On a voucher or a report, WAQAF prints two signature blocks at the foot: the Finance Manager and the CEO. These are your designated signatories — the specific members you nominate in the profile — not whoever happened to approve the underlying record. Each block shows the role label above the person's name, with an empty line for a wet signature (or the person's stored e-signature image, if they have one).
Donation receipts carry no signatures at all — that's by design.
Editing what appears
You change every part of the letterhead from one screen, watching the live preview as you go.
Open the letterhead settings
Go to Finance → Settings and choose Letterhead from the sub-menu on the side. You'll see the editing fields on one side and a live A4 voucher preview on the other.
Edit the profile fields
Fill in the bilingual full name, the logo URL, the address, phone, e-mail, website and CR number, and an optional footer note. The address, phone and e-mail feed the contact band; the name and logo feed the header. Add any social media addresses you want as clickable icons — a bare phone number in the WhatsApp field is fine, WAQAF turns it into a wa.me link.
Set the signatories (if your role allows)
If you're a CEO, owner or admin, you'll also see a Document signatories section with two pickers — Finance Manager and CEO. Choose a current member for each, or leave one unset to print just the role label above a blank line. You can only pick people who are members of your organisation.
Save and confirm in the preview
Click Save. The preview shows exactly how the chrome will print, including the chosen signatory names. For the full editing walk-through, see Editing your letterhead profile.
The Finance Manager and CEO names print in the language of the document — the Arabic name when printing in Arabic, the English name when printing in English. A signatory with no Arabic name set falls back to their English name on Arabic prints. See Bilingual printing.
The Letterhead profile is organisation-wide. A change you save here affects every receipt, voucher and report your organisation prints from that moment on — there's no per-document override of the chrome. Edit it deliberately, and use the live preview to confirm before you save.
A blank signature line on a voucher or report almost always means the signatory hasn't been designated in the Letterhead settings — not a fault with the document. If only your role can't see the pickers, ask a CEO, owner or admin to set them. Similarly, a missing bank account in the footer means its Show on letterhead switch is off, or you've already reached the three-account limit.
See also
Editing your letterhead profile
The full walk-through for the logo, legal name, contact details and signatories.
Bilingual (EN/AR) printing
Choose the print language per document and see names and labels flip.
Printing receipts, vouchers & reports
Where to find the Print action on each kind of finance document.
Document display settings
Control which details show on printed documents and the verification QR code.