Invoice settings and custom fields

Invoice settings are the defaults every new invoice starts with. You set them once for your whole business, and change them whenever you need to.

Open invoice settings

1. Select Invoices, then + New Invoice. You can also open any draft and edit it.
2. Select Invoice Settings at the top of the form.

Your changes are saved when you close the panel. They become the default for everyone in your business, and apply to every new invoice from then on.

What you can set

Invoice Logo. The logo printed at the top of your invoices. Select Upload to add one, Replace to change it, or Remove to take it off. Leave it empty if you don't want a logo.

Invoice Number. Choose a prefix, such as INV-, and how many digits the number has (3, 4 or 5). The preview shows what your first number looks like, for example INV-0001. You can only change the format before you create your first invoice. After that it's locked so your numbering stays consistent.

Payment Terms. Choose Due on receipt, Net 7, Net 14, Net 21, Net 30 or Net 60. The due date then fills itself in from the issue date. Choose No default to pick due dates yourself.

Auto Reminders. Send your customer a payment reminder a set number of days after the due date: 3, 5, 7 or 10 days. See Reminders and overdue invoices.

Default Note and Default Payment Details. Text that's filled in on every new invoice, such as your terms or your bank details. You can still change it on each invoice.

Default Custom Fields. Labels added to every new invoice, ready for you to fill in. More on these below.

Attach PDF. When this is on, the email your customer gets includes a PDF copy of the invoice. It's on unless you turn it off.

Send Copy. Add email addresses under CC or BCC, separated by commas, to copy someone in when you email an invoice, for example your accountant.

Custom fields

Custom fields add extra details to the top of an invoice, like a purchase order number, a project name or a container number. Each one has a label and a value, for example "PO number: 4471".

To add one to a single invoice:

1. In the invoice form, select Add field. It's just below the dates.
2. Type the label, such as PO number, and then the value.
3. Select Add field again for another one. You can add up to 8.

To remove a field, select the bin icon next to it. A field only shows on the invoice once it has both a label and a value, so you can leave a label empty without it appearing.

Custom fields appear on the invoice preview, the link your customer opens and the PDF.

Add the same fields every time

If you use the same fields on most invoices, save the labels as defaults:

1. Open Invoice Settings.
2. Under Default Custom Fields, select Add label and type the label.
3. Close the panel to save.

Every new invoice now starts with those labels, and you just fill in the values.

Quote settings

Quotes have their own settings. Open any new quote and select Quote Settings to set your quote numbering, a Default Validity Period, a default note, default custom fields, Attach PDF and Send Copy. They work the same way as the invoice settings above. See Create and send a quote.

Good to know: Custom fields carry across. When a customer accepts a quote, the invoice created from it keeps the quote's custom fields. Duplicated and recurring invoices keep them too.