Your letterhead & document profile
Set the organisation name, logo, contact details and social links that print on every receipt, voucher and report — and brand your emails too.
Every receipt, payment voucher and report you print carries a letterhead — your organisation's legal name, logo, address and contact details across the top and foot of the page. The letterhead profile is where you fill all of that in once, so every document looks consistent and official without you retyping anything. The same details also brand the emails WAQAF sends on your behalf.
You'd set this up when you first start using WAQAF, and revisit it whenever a detail changes — a new phone number, an updated logo, a fresh social handle.
Who can do this. You need a finance role that grants update — typically the Accountant or Finance Manager (Owners and Org Admins can too). If you don't see the Letterhead section, your role doesn't allow it; see Members & roles. Choosing who signs documents is a separate, higher-level step covered below.
Where to find it. Finance → Settings → Letterhead.
What the profile feeds
Everything you enter here flows into two places automatically:
- Printed documents — receipts, payment vouchers and reports. The legal name and logo sit in the masthead; the address, phone, email, website and commercial registration number form the contact lines; the footer note and social links print along the bottom.
- Org-branded emails — when WAQAF emails a donor or a colleague on your behalf, it uses your name, logo, address, phone, website and email so the message looks like it came from your organisation, not from a generic system.
Because the profile is bilingual, WAQAF picks the Arabic or English version of each field to match the language the document or email is being produced in.
Anything you leave blank simply falls back to a sensible default — the legal name falls back to your organisation's name, and the logo falls back to the logo on your organisation profile. Empty fields are skipped cleanly, never printed as blank lines.
Fill in the profile
As you type, a live A4 preview on the side of the page redraws so you can see exactly how a voucher will look. The preview uses sample figures — it's there to show the letterhead chrome, not real data.
Open the Letterhead section
Go to Finance → Settings and choose Letterhead from the settings menu on the side. (If the option isn't there, your role doesn't include finance update — ask an Owner or Finance Manager.)
Enter the legal name and logo
Type your full legal name in both English and Arabic — this is what prints at the top of every document. Then paste a logo URL if you want a document-specific logo; leave it blank to reuse your organisation's existing logo.
Add the address and contact details
Fill in the address (English and Arabic), phone, email, website and commercial registration number. These combine into the contact lines on the masthead and footer. Anything you leave empty is simply omitted.
Write the document footer
The document footer (English and Arabic) is a short line of free text that prints along the bottom of the page — for example a tagline, a charity licence note, or a thank-you message. Both languages are optional.
Add your social media links
Under Social media links, paste the links you want shown in the document footer: Instagram, X (Twitter), Facebook, YouTube, LinkedIn and WhatsApp. You can paste a full link or just the handle — WAQAF tidies it up. For WhatsApp you can type a bare phone number and it becomes a wa.me link automatically. Every social field is optional; only the ones you fill in appear.
Save
Click Save profile. You'll see a confirmation, and from that moment every new receipt, voucher and report uses the updated letterhead. There's no separate publish step.
The letterhead changes affect new documents only. A receipt or voucher you've already printed or emailed keeps the letterhead it was produced with — saving here does not reach back and rewrite past documents.
Choosing who signs documents
Below the contact fields you may see a Document signatories block, where you choose which member prints as the Finance Manager and which as the CEO on vouchers and reports.
Who can do this. Designating signatories is a governance decision, so it's limited to a CEO, Owner or Org Admin. An Accountant or Finance Manager can edit all the letterhead content above, but the signatory pickers stay hidden for them — and the server keeps the existing choices even if asked to change them. See Members & roles.
Pick a member from each list (or leave it as Not set). The chosen people print as the official signatories on documents, and their names appear in both languages where the document supports it. You can only choose people who are already members of your organisation.
Bank accounts and the verification QR
Two things you might expect here actually live elsewhere:
- Bank accounts printed in the footer come from the Bank accounts page, not this profile — each account has a Show on letterhead toggle (up to three). See Documents & printing.
- The verification QR code that lets anyone confirm a document is genuine is a separate switch under Finance → Settings → Notifications. See Document display settings.
See also
The letterhead system
How the letterhead is laid out and printed on receipts, vouchers and reports.
Document display settings
Control which details show on documents, and the verification QR code.
Organisation profile & logo
The organisation name and logo that the letterhead falls back to.
Members & roles
Who can edit the letterhead and who can be a document signatory.