How to generate warranty certificates in easySales: templates, per-order and in bulk

By easySales Team · Updated 12 Jul 2026 · 3 min read

Build a reusable warranty template once, then generate a warranty certificate PDF for any invoiced order — one at a time or in bulk for a whole processing group.

A warranty certificate is the document a customer keeps to prove how long their purchase is covered. easySales generates it for you from a reusable template — you design the layout once, and every order produces a clean certificate listing its products, serial numbers and warranty period.

This guide covers what you need first, how to build a warranty template, and how to generate the certificate on a single order or for a whole batch.

What warranty certificates are

A warranty certificate in easySales is a PDF generated from a warranty template and attached to an order. The template controls the look — a header, a product table, and a footer — while the per-order data (products, serial numbers, warranty months) is filled in automatically when you generate it.

Before you start

Two things have to be in place before you can generate a certificate:

The warranty period itself isn't typed on the certificate — it comes from each product's warranty duration (in months), set on the product. Products without a warranty duration are simply left off the certificate.

Set up a warranty template

Open Order Processing → Warranties templates and create one. A template is reusable across every order, so you usually set it up once.

easySales Warranties templates list under Order Processing with existing templates and an add button
Manage your warranty templates under Order Processing → Warranties templates.

You control what the certificate shows:

✓

Header and footer

Your own rich text — warranty terms, support contact, company details. You can drop in dynamic values like the order number or today's date.

✓

Product columns

Choose which columns the product table shows: product name, serial number, SKU, EAN, quantity, and the warranty period in months.

✓

Attached documents

Attach extra PDFs (for example your full terms and conditions) — they're merged onto the end of every certificate generated from the template.

✓

A reusable name

Name the template so it's easy to pick when you generate a certificate, on an order or for a whole group.

easySales warranty template editor with name, header and footer editors and product column selection
A template sets the header, footer, product columns and any attached documents.

If you don't create one yourself, easySales starts you off with a default template so you can generate certificates right away.

Generate a certificate on an order

Open the order and use the Create warranty control (next to the invoice section). You have two options:

  • Generate from a template — pick a warranty template and easySales builds the certificate from the order's products, their serial numbers, and each product's warranty months.
  • Upload your own — attach a warranty PDF you produced elsewhere, if you'd rather not generate one.
easySales order page Create warranty control showing upload and select-template options
On the order, Create warranty lets you generate from a template or upload your own PDF.

The certificate is saved on the order as a PDF you can download or share. If the template has extra PDF documents attached, they're merged onto the end of the certificate.

Generate certificates in bulk

When you're processing a batch of orders, you don't have to open each one. From a processing group you can generate warranty certificates for every eligible order at once — pick the template, and easySales works through the group, skipping orders that aren't invoiced or already have a warranty. There's also a regenerate option if you need to rebuild them.

easySales processing group with the Create warranty action and a warranty template selector
From a processing group, generate warranty certificates for the whole batch at once.
📖
Read next
How to generate invoices in easySales: billing software, series, storno and e-invoicing
easySales issues invoices straight from your orders — through your billing software, its own built-in billing, or by uploading one from an ERP. Set a different series per channel, generate with one click or in bulk, issue storno invoices, and stay compliant with e-invoicing (e-Factura ANAF, KSeF, easyfiscal). This guide covers connecting a billing software, series, generation, bulk, storno, e-invoicing, and automation.
→

What's on the certificate

The certificate is built from your template plus the order's data:

  • Header and footer — your own text (terms, support contact, company details), with dynamic values like the order number and date filled in.
  • A product table — one row per product that has a warranty, showing the columns you chose: product name, serial number, SKU, EAN, quantity, and the warranty period in months.
  • Attached documents — any PDFs you added to the template (e.g. general terms), merged after the certificate.

Because the certificate reads serial numbers from the order and the warranty period from each product, the more complete that data is, the more useful the certificate — so keep product warranty months filled in and capture serial numbers where you track them.

Frequently asked questions

Two things: the order must already have an invoice, and at least one product on it must have a warranty duration set (in months). The certificate is tied to the invoiced sale, and it only lists products that actually have a warranty — so a product with no warranty months won't appear on it.

From each product's own warranty duration, set in months on the product. The certificate reads that value per product, so you set the warranty once on the product and it flows onto every certificate that includes it. Update the product's warranty months and future certificates reflect it.

No. A warranty certificate is purely a document — generating it doesn't move the order to a new status or decrement stock (stock changes happen earlier, at invoicing). You can generate, regenerate, or upload a warranty without affecting the order's state.

Yes. From a processing group you can generate certificates for every eligible order in one action — pick the template and easySales works through the batch, skipping orders that aren't invoiced or already have a warranty. There's a regenerate option too if you need to rebuild them after a template change.

Yes. On the order, the Create warranty control lets you upload a warranty PDF you produced elsewhere instead of generating from a template. It's attached to the order the same way a generated one is, so you can mix generated and uploaded certificates across your orders.

Both. A template can carry attached PDFs — for example your full terms and conditions — which get merged onto the end of every certificate built from it. And you can set a default warranty template in your billing software settings, so generation uses it automatically without you picking a template each time.

Was this guide helpful?