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Configuring Invoices

Corey Syrnyk
  • Updated

Go to Settings >Financial >Invoices to access the Invoice Settings page.

The invoice's numbered boxes and buttons can be configured. Click to make updates and set new values. 

1) INVOICE NUMBER

To configure the Next Invoice number, click Invoice Number and enter the invoice number in the "Next Invoice Number" field; then click Apply.

2) WATERMARK

Include Watermark on Draft Invoice: This makes a watermark appear on a draft invoice to indicate that it is not a final invoice.

Include Watermark on Projected Invoice: This option makes a watermark appear on a projected invoice to indicate that it is not a final invoice.

Example of what it would look like when one or both of these fields are toggled ON:

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3) TITLE

This setting changes the title of invoices in the posted, projected, and draft states. If the values of any of the fields are changed, click Apply.

4) SIGNATURE

To modify the invoice signature, use the included HTML Editor to add, modify, or delete the default information. The default merge fields capture the data entered under the Contact section. With the simple HTML Editor, images, hyperlinks, bulleted lists, and fonts can be added, and the fonts can be changed. Click Apply after making any changes.

There are two invoice views:

  • Standard: The Standard layout is suitable for most types of invoicing using online methods.
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  • Envelope: The Envelope layout is set up to ensure that the address information fits into the windows of a standard size 10 double-window envelope. (For a single-window envelope, the destination address should be visible within the single window).
    Here are the recommended envelope specifications:

    • #9, 3-7/8" x 8-7/8"
    • Top Window Size: 1-1/4" x 3-1/2"
    • Top Window Placement: 5/8" left, 2-1/4" bottom
    • Bottom Window Size: 1" x 4"
    • Bottom Window Placement: 5/8" left, 5/8" bottom

    This layout is organized so that the customer's name and address are shown in the destination window at the bottom, and the company information is shown in the origin/return address window at the top. This layout is used if the intent is to print the invoices manually and mail them to customers.

    The grey boxes on the layout show the invoice's visible portion, which will appear in the windows.

5) CUSTOMER Stax Bill ID

This option controls which unique ID (if any) to include on the invoice. The options are Customer ID, Stax Bill ID, and none. Click on Apply if any changes have been made. 

Use of Customer or Stax Bill ID option:

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Use of option "None":

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6) SHIPPING ADDRESS

For the Shipping Address to appear on invoices, toggle ON for the "Show shipping address" Field and click Apply.

It will then include the Shipping Address details on invoices.
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7) OVERVIEW

The summary section of the invoice can be customized to show/hide fields. The overview box holds the fields that appear in the summary section. The field visibility can be turned on or off here. If all fields are turned off in the overview box, the summary section will not appear on any invoice.

The fields available are as follows:

  • Opening Balance: This is the balance owing (or on deposit) when this invoice was posted. It does NOT include any charges that are on the current invoice.
  • Closing Balance: The opening balance plus the charges are on this invoice.
  • Invoice Number: The incremental number defined by the system (using the starting number set).
  • Estimated Posted Date: Shown on draft invoices.
  • Invoice Amount: The total amount of charges on this invoice.
  • Posted Date: The date this invoice was posted. This field will always be blank on a Draft invoice.
  • Due Date: The date the payment for this invoice is due. If the customer is on Net 0 terms, this date will be the same as the posted date; otherwise, it will be the date the customer's term becomes due.
  • Estimated Due Date: Shown on draft invoices.
  • Outstanding Balance: Displays any outstanding balance from previous invoices.
  • Terms: The number of days until the invoice is due.
  • Status: Based on the amount owing and the net terms, whether the invoice is due, overdue, etc.
  • PO Number: DIsplays a PO number if on.
  • Display Tax Percentage: Turning this off will not show the tax percentage. This is useful when multiple tax rates are used, and a unified invoice is created. Currently, if one invoice is 5% and another is 13%, the parent invoice will show a tax percentage of 18%. 
  • Reference Date: Add a date that can be referenced for use in other applications or for other reasons as an alternative to the invoice date.

Even if configured here, the Opening and Closing Balance fields are never included on a Projected Invoice.

8) CONTENT SECTION

Header Label: The header labels in the invoices can be customized to better align with the company's brand.

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Purchase Label: For products configured to be purchased outside of a Plan, this option allows you to change what the label on the Purchases section of the invoice will be.

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Sample of how it will appear on the invoice:

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Show Tracked Quantities On Invoices: The tracked item field display can be turned On or Off. There are more options when this is turned On:

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  • Choose whether to display the tracked items Inline or on a Separate Page.
    • Inline will show each set of tracked items below its corresponding charge item. This is usually the best option for customers with only a few tracked items per product (e.g. less than 20).
    • Separate Page will show all tracked items on a separate page (or pages) from the main invoice. They are summarized by product/charge items. This is a better option for customers with many tracked items per product.
  • A user can also choose and customize the label of which tracked items fields to show in the summary.
  • Override Tracked Item Page - this label will show at the top of the separate page.
  • Override Main Invoice Message - This text will show at the bottom of the main invoice to indicate that the tracked items are on a separate page.

9) NOTES

Notes Label: Customize the title for the notes section.

Invoice Note: The Invoice Note section allows users to enter the text that will appear by default on all invoices generated across an account. Use markup and merge fields to enhance further and customize your invoice. 

Note: Add two spaces at the end of a line to insert a line break!

Projected Invoice Notes: These only appear on a Projected Invoice and can differ from those on a posted invoice.

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10) SUMMARY

Roll Up Taxes: This option allows users to have all taxes rolled up into a single line item on the Invoice or show each Tax line individually.


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Sample of Taxes where Roll up taxes are turned On.
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Sample of Taxes where Roll up taxes are turned Off.

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Roll Up Discounts: This option allows a user to have all of the discounts for all products and plans on the invoice to be rolled up into a single line item at the bottom. The default is Off, showing each discount in-line with the corresponding product. The rolled-up discount amount is always shown as a dollar amount, even if the underlying discounts were based on percentages.

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Sample of Discounts where Roll up Discounts is turned OFF (body of invoice)
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Sample of Discounts where Roll up Discounts is turned ON (bottom of invoice)
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Summary Labels: The summary label can be customized to align with the company's brand.

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Payment Schedule Labels: These labels appear on invoices with custom payment schedules.

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Note: Click the Apply button on any box where changes have been made and save the changes.

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11) Payment Section

You can add payment details to your invoice to show payments made. Click the Add Payment Details button. Change the label names or turn on any information to be displayed.

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