Billing Settings

Billing Settings control how invoices are generated, numbered, and presented to customers. Configure these settings to match your accounting processes and customer expectations.

Quick Start: Configure Billing

1. Go to Settings > Billing
2. Set invoice numbering format and starting number
3. Configure default payment terms (Net 30, etc.)
4. Set up tax rates for your location
5. Customize invoice appearance
6. Click Save

Step-by-Step Workflow

1. Go to Settings > Billing
2. Set invoice numbering format and starting number
3. Configure default payment terms (Net 30, etc.)
4. Set up tax rates for your location
5. Customize invoice appearance
6. Click Save

Invoice Configuration

Invoice Numbering

Set up your invoice numbering system:

Numbering Format

• Sequential numbering (1001, 1002, 1003...)
• Year-based format (2025-001, 2025-002...)
• Project-based format (PROJECT-INV-001)
• Custom prefix or suffix

Starting Number

• Set starting invoice number
• Helpful when migrating from another system
• Cannot be changed once invoices exist
• Must be unique and sequential

Automatic Assignment

• Invoices numbered automatically on creation
• No gaps in sequence
• Duplicate prevention
• Manual override option for special cases

Invoice Details

Configure default invoice information:

Header Information

• Company name and logo
• Business address and contact
• Tax ID or business license number
• Custom header text

Date Settings

• Invoice date (defaults to today)
• Due date calculation
• Grace period before overdue
• Date format preference

Footer Settings

• Payment instructions
• Bank account information
• Thank you message
• Terms and conditions reference

Payment Terms

Default Terms

Set standard payment terms for invoices:

• Net 30 - Payment due within 30 days
• Net 15 - Payment due within 15 days
• Due on Receipt - Payment due immediately
• Net 60 - Payment due within 60 days
• Custom Terms - Define your own payment period

Default terms apply to all new invoices unless overridden.

Customer-Specific Terms

Override defaults for specific customers:

1. Go to customer record in Rolodex
2. Set custom payment terms
3. Terms apply to all invoices for that customer
4. Helpful for contract customers or special arrangements

Early Payment Discounts

Encourage early payment:

• Define discount percentage (e.g., 2%)
• Set discount period (e.g., 10 days)
• Display on invoice as "2/10 Net 30"
• Automatically calculate discounted amount

Tax Configuration

Tax Rates

Set up sales tax rates:

Default Tax Rate

• Your standard tax rate percentage
• Applied to all taxable items
• Can be overridden per invoice
• Supports multiple decimal places

Multiple Tax Rates

• Add location-specific rates
• County or city tax rates
• Combined state and local rates
• Automatic rate selection by project location

Tax Exemptions

• Mark certain customers as tax-exempt
• Require tax exemption certificate
• Track exemption expiration dates
• Generate tax-exempt invoices automatically

Tax Display

Choose how tax appears on invoices:

• Line-by-line - Tax calculated per item
• Subtotal - Tax calculated on subtotal
• Separate line - Tax as separate invoice line
• Inclusive - Price includes tax (international)

Tax Reporting

Generate tax reports for filing:

• Tax collected by period
• Taxable vs. non-taxable sales
• Tax by rate or jurisdiction
• Export for accounting software

Down Payments

Down Payment Settings

Configure deposit requirements:

Default Percentage

• Standard deposit amount (e.g., 25%, 50%)
• Applies to all new projects
• Can be overridden per project
• Option to require before scheduling

Down Payment Invoices

• Automatically generate deposit invoice
• Separate from final invoice
• Track deposit application to balance
• Deposit invoice numbering

Payment Application

• Apply deposits to final invoice
• Show deposit credit on invoice
• Track unapplied deposits
• Refund unused deposits

Invoice Appearance

Template Selection

Choose invoice layout:

• Standard - Professional layout with logo
• Detailed - Itemized with descriptions
• Compact - Simplified single-page format
• Custom - Upload your own template

Branding

Customize invoice appearance:

Colors

• Primary brand color
• Accent colors
• Text colors
• Background colors

Fonts

• Header font style
• Body text font
• Size preferences
• Bold and italic usage

Logo Placement

• Top left, top right, or centered
• Logo size
• Optional background image

Line Item Display

Configure how services appear:

• Show/hide item codes
• Quantity and unit columns
• Rate per unit
• Extended amount
• Description detail level
• Subtotal grouping

Payment Methods

Accepted Methods

Indicate which payment methods you accept:

• Credit Cards - Via Stripe integration
• ACH/Bank Transfer - Electronic payment
• Check - Mailed or delivered
• Cash - In-person payment
• Wire Transfer - For large amounts

Display accepted methods on invoice footer.

Online Payment

Configure online payment options:

Stripe Integration

• Enable credit card payments
• ACH bank transfer option
• Payment button on invoice
• Customer portal payment

Processing Fees

• Pass fees to customers (optional)
• Calculate fee percentage
• Display fee breakdown
• Add fee to invoice total

Late Fees

Late Fee Policy

Set up automatic late fees:

Late Fee Type

• Percentage of balance (e.g., 1.5% per month)
• Flat fee (e.g., $25 per month)
• No late fees

Grace Period

• Days after due date before fee applies
• Typically 5-10 days
• One-time vs. recurring fees

Application

• Apply automatically or manually
• Send notification when applied
• Track late fee revenue separately

Interest Charges

For recurring late fees:

• Annual percentage rate (APR)
• Monthly accrual
• Compound or simple interest
• Maximum interest amount

Check local regulations for late fee and interest limits.

Invoice Delivery

Default Delivery Method

Choose how invoices are sent:

• Email - Sent automatically to customer email
• Customer Portal - Available for download
• Both - Email notification with portal link
• Print Only - Manual delivery

Email Settings

Configure invoice emails:

Subject Line

• Default subject format
• Include invoice number
• Custom subject per invoice

Email Body

• Greeting message
• Payment instructions
• Due date reminder
• Contact information
• Signature

Attachments

• PDF invoice attachment
• Supporting documents
• Terms and conditions
• Payment slip

Reminders

Set up automatic payment reminders:

• Send before due date (e.g., 3 days before)
• Send on due date
• Send after due date (e.g., 7, 14, 30 days overdue)
• Escalating reminder messages
• Stop reminders after certain period

Saving Settings

Changes to Billing Settings:

Test new settings with a draft invoice before sending to customers.

Troubleshooting

Invoice numbering gaps?

• Check for deleted draft invoices
• Verify numbering format settings
• Contact support for sequence reset

Tax not calculating correctly?

• Verify tax rate percentage
• Check items are marked taxable
• Confirm customer not tax-exempt

Payments not syncing to QuickBooks?

• Verify QuickBooks connection active
• Check customer exists in QuickBooks
• Review sync error log

Related Topics

• Invoicing Overview - Creating and sending invoices
• Payment Processing - Accept payments
• QuickBooks Integration - Accounting sync
• Stripe Connect - Online payments