Recurring invoices, reminders, taxes and invoice settings

Spend a few minutes in Settings and your invoices will follow the same rules every time. Only Invoices admins can change these settings.

Defaults and numbering

1. Open Invoices and choose Settings.
2. Under Defaults and numbering, set your Default currency, Payment terms (Due on receipt or Net 7, 14, 30, 45 or 60 days) and how many days Quotes valid for.
3. Set the format and Next number for Invoice numbers, Quote numbers and Credit note numbers. A format is text plus tokens, for example INV-{YYYY}-{seq:4}, where {seq:4} is a four-digit counter and {YYYY}, {YY} and {MM} are the year and month.
4. Add Default notes and Default terms to appear on new documents.

Numbers are given in order, without gaps, when a document is issued. Drafts do not use one up.

Getting paid

Under Getting paid, write your Payment instructions, such as bank name, account name and account number. They print on invoices and show on the online invoice.

Tax rates

Under Tax rates, add each tax with a Name (for example VAT) and a Rate %. Archiving a rate hides it from new lines, and documents that used it keep it. Changing a rate affects drafts, not issued documents.

Automatic reminders and late fees

Under Automatic reminders and late fees, choose the days from the due date to remind customers. Use a negative number to remind before the due date. Reminders go out once a day from the mailbox of whoever last sent the invoice, are logged on the invoice, and stop as soon as it is paid. If a day was missed, only the latest reminder goes. You can also add a late fee, either a percent of the overdue balance or a fixed amount, applied a set number of days after the due date. It is added once per invoice, as its own line. Check that late fees are allowed where you and your customers are.

Edit the wording under Email messages.

Online card payments

Under the card payments section you can connect a payment account so customers can pay by card on the online invoice. Payments are recorded automatically. Refunds made in the payment provider are not synced back, so record them in the invoice too.

Recurring invoices

Use Recurring for retainers, subscriptions and rent.

1. Choose Recurring, then add a new one.
2. Pick the Customer and give it a Name (for you), such as Monthly retainer.
3. Set How often and Next invoice on.
4. Optionally set Stop after: a number of invoices or an end date.
5. Set Payment due (days after the invoice date) and the Currency.
6. Under Each run, choose Create a draft for you to check, or Send automatically from your mailbox.
7. Save.

It runs once a day. Use Make the next invoice now to create one early. Deleting a schedule does not delete the invoices it already made.

Who can use Invoices

At the bottom of Settings, Who can use Invoices lists people and their role: Viewer, Editor or Admin. Workspace administrators are always admins.

Tips

• Start with drafts on recurring invoices until you trust the schedule.
• Add your logo (PNG or JPEG, up to 1 MB) in Your business.

Common problems

• Settings are read-only. Only Invoices admins can change them.
• Automatic send needs a mailbox. Choose Create a draft instead.
• A tax rate changed but old invoices did not. Issued documents keep the rate they were issued with.