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.
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
- Useful 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:
- Go to customer record in Rolodex
- Set custom payment terms
- Terms apply to all invoices for that customer
- Useful 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:
- Apply to new invoices immediately
- Do not affect existing invoices
- Can be overridden on individual invoices
- Sync to QuickBooks if connected
Test new settings with a draft invoice before sending to customers.