Before we can set up your Bas environment, we need a number of materials from you. Your logo, colour codes, font and terms and conditions are used in all your documents: quotes, invoices, confirmation emails and the customer portal.
In this article you'll find a complete overview of what you need.
Overview: what do you need?
Here's the complete checklist:
Material | Format | Required? | What for |
Logo | SVG (vector file) | Yes | Quotes, invoices, emails, customer portal |
Font | TTF, OTF or WOFF | Yes | All customer-facing documents |
Colour codes | HEX codes (e.g. #3A78F2) | Yes | Branding in documents and emails |
Terms and conditions | Yes | Attachment to quotes | |
Accreditation logos | PNG or SVG | If you have them | Footer of quotes and invoices |
Example quote | Yes | Basis for your quote template | |
Example invoice | Yes | Basis for your invoice template |
Step 1 - Supplying your logo in SVG
[Screenshot: Example of an SVG logo on a quote template]
Your logo is used on all your customer-facing documents. It appears in the header of your quotes, invoices, job sheets and automatic emails.
Why SVG?
SVG stands for Scalable Vector Graphics. It's a vector format: the logo stays sharp at any size. PNG and JPG are pixel files that become blurry when enlarged. On a PDF quote that difference is immediately visible.
Format | Quality on documents | Suitable? |
SVG | Always sharp, at any size | Yes |
PNG (high resolution) | Reasonable, but can become blurry | Fallback option |
PNG (low resolution) | Blurry and unprofessional | No |
JPG | Blurry, white background visible | No |
Note: PNG and JPG give poor quality in PDF documents. Always supply an SVG.
Where do you find your SVG logo?
Your SVG logo is usually available from:
Your graphic designer. If someone designed your logo, they'll have the original vector file. Ask for the logo in SVG format.
Your printer. Printers work with vector files for print. Ask if they can supply the logo as an SVG.
Your brand guide. Some companies have a brand guide or brand kit containing all logo files.
Tip: Check the file name. An SVG file ends in .svg. If your file ends in .png or .jpg, it's not a vector file.
Step 2 - Supplying your font
[Screenshot: Comparison of a quote with the correct and an incorrect font]
Your font is used on all your documents. If you don't supply a font, the system uses a default font. That won't look like your branding.
What format?
Supply your font as a TTF, OTF or WOFF file. You need at least the following variants:
Regular (standard text)
Bold (for headings and accents)
Where do you find your font?
Your brand guide. If you have a brand guide, it will state which font you use.
Your graphic designer. Ask which font was used for your website and print materials.
Google Fonts. Many companies use a Google Font. Go to fonts.google.com, search for your font, and download it as TTF.
Tip: Not sure which font you use? Send your website URL to your onboarding specialist. We can look it up for you.
Step 3 - Finding your colour codes
[Screenshot: Quote template with highlighted colour areas and corresponding HEX codes]
Your colour codes determine the branding of all your documents and emails. We need at least two colours:
Primary colour: your main colour (for headings, buttons, accents)
Secondary colour: your second colour (for backgrounds, lines, subtle accents)
What are HEX codes?
A HEX code is a colour code that starts with a hash (#) followed by six characters. For example: #3A78F2 is blue, #021B4E is dark blue, #FF0000 is red.
How do you find your colour codes?
The easiest way is to get them from your own website:
Open your website in a browser
Right-click on a coloured element
Click Inspect
Look for
background-colororcolorThat's where the colour code is, for example
#3A78F2
[Screenshot: Browser inspector with a HEX colour code highlighted]
Tip: Seeing an rgb(...) value instead of a HEX code? No problem. Send the RGB value to your onboarding specialist and we'll convert it.
Step 4 - Supplying your terms and conditions
[Screenshot: Example of a quote with "Terms and conditions" attachment]
Your terms and conditions are sent as a PDF attachment with every quote. The customer receives them automatically when opening the quote.
What do you need?
Supply your terms and conditions as a PDF file. Most companies have one of the following sets:
Type of terms | When applicable |
AVBV (General Terms and Conditions for Storage and Removals) | Accredited movers (RKV members) |
Supplementary company terms | Own terms on top of the AVBV |
Own terms and conditions | Companies without RKV membership |
Note: Check that your terms are still up to date. Outdated terms are a legal risk.
Step 5 - Supplying accreditation logos
[Screenshot: Footer of a quote with accreditation logos]
If your company holds accreditations or certifications, the corresponding logos are shown in the footer of your quotes and invoices. This strengthens trust with your customers.
Common accreditations in the removals industry
Erkende Verhuizer (RKV)
Topmovers
Groene Vlag
ISO 9001
VCA
In what format?
Supply accreditation logos as PNG with a transparent background or as SVG.
Tip: Don't have any accreditation logos? That's not a problem. The footer also works without accreditations. You can always add them later.
Step 6 - Emailing an example quote and invoice
[Screenshot: Example of an existing quote used as a reference]
Send your current quote and invoice as a PDF to your onboarding specialist. This is the basis for building your templates in Bas.
What do you send?
A recent quote you sent to a customer (may be anonymised)
A recent invoice you sent to a customer (may be anonymised)
If you have several types (residential, commercial, storage), send an example of each type
Tip: No existing quote or invoice? For example because you're just starting out? No problem. Your onboarding specialist will help you with a standard template you can adjust.
Where do you supply everything?
You can supply your materials in two ways:
Via the chat bubble in Bas. Click the chat bubble in the bottom right, type a message, and add your files as an attachment.
Via email to your onboarding specialist. Send all files in an email to your dedicated point of contact.
Preferably supply everything in one go. That way your onboarding specialist can get started straight away on setting up your templates.
Checklist
Use this checklist to check you have everything:
Required for the first session
[ ] Logo in SVG format (vector file, not PNG or JPG)
[ ] Font as TTF, OTF or WOFF (at least Regular and Bold)
[ ] Colour codes as HEX codes (at least primary and secondary colour)
[ ] Terms and conditions as PDF (check they're up to date)
[ ] Example quote as PDF
[ ] Example invoice as PDF
Desirable but not blocking
[ ] Accreditation logos as PNG (transparent background) or SVG
[ ] Extra images for documents (photos of vehicles, office, team)
[ ] Brand guide or brand kit (if you have one)
Next step: Tips for supplying materials - practical tips for finding your SVG logo, colour codes and more.