Invoice settings
This article explains the various options within the Invoicing Settings screen.
In this article:
What are the Invoicing settings?
Invoicing Settings allow you to set up and manage:
- Invoice Profiles - customise the appearance and details that display within the invoices you create
- Invoice Templates - an easy way to create new invoices
- Invoice Items - the goods or services you provide to customers
- Other Settings - hide quantities within the invoicing module.
To get to the Invoice Settings screen, click the 'settings' button within the invoicing module.
Invoice profiles
Invoice profiles allow you to customise the appearance of invoices and the details that display within the invoices you create. You need to create an invoice profile before you can create invoices.
An invoice profile can be customised with:
- Name and logo of your charity
- Brand colours (using a 6-character hex code, see Color Picker to identify your hex code if unknown)
- Invoice address
- Payment details (bank account number and sort code, or Stripe)
- Payment terms
- Contact details
- Footer text to communicate further details or instructions
- Income allocation defaults (this can be overwritten when creating an invoice).
Within the Invoice Profiles section of the invoice settings screen, select 'add profile' to add an invoice profile.
The diagram below shows how each of the different fields within an invoice profile changes what appears within an invoice.
As part of creating an invoice profile, you can also set a default fund and category that income should be allocated to.
This can be overridden when creating invoices, including splitting invoice income against multiple funds or categories.
You can create multiple invoice profiles. For example, if you have separate branding or payment terms for room hire and for weddings
Connect invoice profiles to Stripe to enable customers to pay invoices more easily and quickly, and for real-time visibility of which invoices have been paid. If you don't already have a Stripe account, it takes just a few minutes to create one.
Editing an Invoice Profile
To edit an invoice profile, click on the row of the invoice profile that you would like to edit.
It's only possible to delete an invoice profile if no invoices have been created using it.
Invoice templates
Invoice templates provide an easy way to create new invoices.
You can create an invoice either from scratch, create from an invoice template or copy an existing invoice.
Within the invoice templates section of the invoice settings screen, select 'Add Template'.
Rather than creating an invoice template from scratch, you can click the 'duplicate' button to the right of any existing invoice template.
Creating an invoice template works the same as creating an invoice.
Editing an invoice template
To edit an invoice template, click on the invoice template.
To delete an invoice template, click the 'delete' button to the right of the invoice template.
Editing (or deleting) an invoice template will not affect invoices that have previously been created using the invoice template.
Invoice Items
You will need to use invoice items when creating customer invoices.
Invoice items are goods or services you provide to customers.
To find out more about invoice items, view this separate helpguide article.
Other settings
It is possible to hide 'quantities' within the invoicing module.
Doing so will hide both the 'quantities' field as well as the 'unit price' field within all invoices you create.
To hide invoice quantities, click the 'edit' button within the 'Other Settings' section of the invoice settings screen.
In the pop-up, select the 'hide' option.
It is only possible to hide 'quantities' if all existing invoices have invoice items with a quantity of one.
To help you better understand the invoicing module, please visit the module overview page here.