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Invoice Settings

Invoice settings control how every invoice looks and when clients are reminded to pay. Set them once before you send your first invoice: the title and numbering, which client and order details appear on the PDF, the default note and terms, and up to three automatic payment reminders.

Available withSalesIncluded in the Complete plan.Plans and modules

Before you start​

  • You need an administrator or finance role to open finance settings.

Set up invoice details​

  1. Go to Settings and, under Finance, click Invoices.
  2. On the Settings tab, in Invoice settings:
    • Invoice Title: the heading printed on the PDF, for example "Tax Invoice".
    • Invoice Number: set a Prefix (for example SWS-) and the next Number. New invoices count up from here.
    • Enable Charges?: turn on to add an extra charge line to invoices, and set its default Charge Label.
  3. Under Include Details on the Generated Invoice, choose what prints on the PDF:
    • Include Client ID?, Include Client Email?, Include Client Phone?, Include Client Address?
    • Order Info: Include Order ID? and Include Order #? These show only when the invoice comes from a customer order.
    • Shipping Info: Include Shipping Contact Name?, Include Shipping Contact Phone?, Include Shipping Address?
  4. Under Client notes, enter the default text for the notes field on all invoices (for example "Thank you for your business."), and your Invoice Terms.
  5. Click Save (or Update if you saved before).
Invoice settings tab with invoice title, number prefix and number, charges toggle and details to include on the invoice

Set up invoice reminders​

Reminders go to clients with Sent or Pending (partly paid) invoices. They are sent once a day between 9 AM and 10 AM in your business time zone.

  1. Open the Reminders tab.
  2. Turn on Enable Invoice Reminders.
  3. Under Reminder Channels, pick WhatsApp, Email and/or SMS.
  4. For each reminder, enter the number of days in Reminder 1 - Days and choose Before Due Date or After Due Date. Click + Add Reminder to add up to three.
  5. Click Save.
Invoice Reminders tab with enable toggle, reminder channels and reminder days before or after the due date

To change the reminder message, go to Settings > Default Communication Templates.

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