Invoice Settings

The Invoice Settings tab configures global defaults that control invoice numbering, tax display, and presentation options for your entire business.

Invoice Numbering

Control the sequence of invoice numbers generated for new invoices.

When to adjust

Typically set once during business setup or migration from another system. The system automatically increments numbers - you rarely need to change this.

Numbering display

• Your highest existing invoice: Shows the current maximum invoice number
• Suggested next number: Recommended value (current max + 1)
• Next Invoice Will Be: Preview of the next generated number

Setting the next number

1. Review the suggested next number
2. Enter your desired Next Number in the field
3. Click Update Next Number
4. The system confirms the new sequence

Important considerations:

• Don’t overlap: Ensure new number is higher than any existing invoices
• Migration continuity: Use this when importing from other systems
• Gaps are OK: Missing numbers won’t cause issues
• Format: Numbers combine with “INV-” prefix automatically

Example scenarios

Migration from another system:

• Old system had invoices up to #500
• Set Next Number to 501
• New invoices start at INV-501

Correcting a sequence error:

• Accidentally created test invoices at high numbers
• Reset to actual business invoice count + 1
• Prevents large gaps in numbering

Default Tax Display Mode

Control whether prices appear tax-exclusive or tax-inclusive in invoices.

Display modes

Items Exclude Tax

• Line items show prices before GST
• GST calculated and shown separately
• Total includes GST in summary
• Common for B2B transactions

Items Include Tax

• Line items show prices including GST
• GST component shown separately in summary
• Total matches sum of line items
• Common for B2C retail

How to change

1. Click your preferred mode button
2. Click Save Tax Display Mode
3. Change applies to both Invoice Editor and Invoice Viewer

When to use each mode

Exclude Tax (B2B):

• Business clients expect to see pre-tax pricing
• Helps with their GST claim calculations
• Standard for professional services
• Default for most Australian B2B

Include Tax (B2C):

• Consumers prefer all-inclusive pricing
• Avoids surprise at checkout
• Retail and consumer services
• Aligns with consumer expectations

Impact on existing invoices

• Invoice Editor: Immediate change for new and existing drafts
• Invoice Viewer: Immediate change when clients view
• Sent invoices: Already sent invoices show original mode when viewed

AU compliance

Both modes comply with Australian tax invoice requirements:

• ABN displayed (from business settings)
• GST amount shown separately
• Total GST for the transaction visible
• “Tax Invoice” label on final invoices

Show Item Codes

Toggle whether item codes appear in the client-facing Invoice Viewer.

When to enable

Enable item codes when:

• Clients reference specific items during discussions
• You have a catalog system clients understand
• Long-term contracts with recurring items
• Clients order by code rather than description

When to disable

Hide item codes when:

• Codes are internal references only
• Clients find codes confusing
• Invoices contain mostly custom items
• You prefer clean, simple presentation

How to toggle

1. Click the toggle switch next to “Display item codes in invoices”
2. Setting saves automatically
3. No button to click - immediate effect

Client experience

Enabled:

Item Code  Description              Qty    Price
SRV-001    Consulting Services      10     $150.00
PROD-12    Hardware Package          1     $499.00

Disabled:

Description              Qty    Price
Consulting Services      10     $150.00
Hardware Package          1     $499.00

Best practices

• Be consistent: Choose one approach and stick with it
• Train clients: If using codes, ensure clients understand them
• Code design: Use meaningful codes if displaying to clients
• Catalog approach: Consider a separate item catalog if codes are important

AU-specific notes

• Numbering: Align invoice sequence with AU record-keeping requirements
• Tax display: Both modes meet AU tax invoice standards
• ABN display: Ensure ABN is configured in business settings
• Documentation: Keep records of invoice numbering changes
• BAS alignment: Tax display mode doesn’t affect GST reporting

Best practices

Initial setup

Set these once when configuring Invoices:

1. Invoice Numbering: Start at 1 unless migrating
2. Tax Display: Exclude for B2B, Include for B2C
3. Item Codes: Disable unless you have a catalog system

Review periodically

• Numbering: Check if gaps need correction during annual review
• Tax mode: Change if business model shifts (B2B to B2C)
• Item codes: Enable if clients request them

Integration with workflow

• Accounting: Tax display mode affects how you review invoices
• Client communication: Item codes setting affects invoice presentation
• Migration: Numbering settings support platform transitions

Team training

Ensure staff understand:

• How settings affect invoice appearance
• Impact of tax display on client communication
• When to suggest settings changes

Differences from Quote Settings

While Invoices and Quotes share similar settings:

Independence: Each module’s settings work independently. Changing quote settings doesn’t affect invoices.

Related settings

Business Settings

Additional configuration in Settings > Business:

• ABN: Australian Business Number (required on tax invoices)
• Business address: Appears on invoice header
• Contact details: Phone, email for invoice footer

Brand Templates

Configure invoice appearance:

• Colors: Match your brand
• Logo: Display on invoice header
• Footer text: Terms, payment instructions
• Layout: Professional formatting

Payment Terms

Define payment conditions separately:

• Due date calculations
• Deposit requirements
• Payment method instructions
• See Payment Terms

Troubleshooting

Numbering not updating

• Verify entered number is higher than existing
• Check no other users are creating invoices simultaneously
• Refresh page and try again
• Contact support if stuck

Tax display not changing

• Ensure you clicked Save Tax Display Mode
• Clear browser cache and retry
• Check in Preview mode to see actual client view
• Verify setting saved successfully

Item codes not showing/hiding

• Toggle may need page refresh to take effect
• Check existing invoices in Preview mode
• Ensure item codes actually exist on line items
• Verify client-facing view (not just editor view)

Comparison with Quote Settings

Invoices and Quotes have separate settings because:

• Different audiences: Quotes are proposals, Invoices are legal documents
• Different purposes: Quotes may expire, Invoices demand payment
• Different timing: Quotes before work, Invoices after work
• Different requirements: ATO requirements differ for quotes vs invoices

Recommendation: Keep settings consistent between Quotes and Invoices for professional appearance, unless business needs differ (e.g., B2B quotes but B2C invoices).