Set up invoice settings

Invoice Settings hold the details printed at the top and bottom of the documents you send: the organisation name and logo, contact details, the bank account customers pay into, your terms, and signatures. Invoice previews and emails, credit note emails and bill previews all take their letterhead from here.

Do this once, before you send your first invoice. If nothing is saved, documents show only your company name and no logo.

Steps

1. Open Invoice Settings

   In the menu on the left, select Sales, then Invoices. Above the list, select Settings. The Invoice Settings window opens.

2. Fill in your letterhead

   

   1. Organization Details: the name printed at the top of documents, for example your registered company name.
   2. The logo box. Select it to upload your logo from your computer.
   3. Company Name: used when Organization Details is empty.
   4. Email Address and Phone Number customers can contact you on.
   5. Address: your business address.
   6. Default Account Details: the bank details customers pay into, for example bank name, account name and account number.
   7. Terms and Condition: printed on each invoice. It starts with a sample sentence; replace it with your own terms.
   8. Save (the first time it says Create Settings).
3. Add signatures (optional)

   Scroll down to Digital Signatures. There are five signature slots. For each signature you want on documents:

   1. Select the picture box and upload an image of the signature.
   2. Type the signatory's name and their title or position, for example Finance Manager.
   3. Tick Active. Only active signatures are used.

   

   1. The signature image. Select the box to upload one.
   2. The signatory's name and title.
   3. Active.
   4. Save.
4. Save

   Select Save (or Create Settings the first time). You'll see Invoice settings updated successfully! (or Invoice settings created successfully!) and the window closes.

What uses these settings

Where	What it takes from Invoice Settings
Invoice preview, PDF and email	Letterhead, logo, bank details, terms and active signatures.
Credit note email	Letterhead.
Vendor bill preview and email	Letterhead.
Material requisition, request for quote and purchase order previews and prints	Letterhead.
Project quotations	Letterhead.
Financial reports (for example balance sheet, trial balance, general ledger) and fixed asset documents	Company name and logo in the header.

If something goes wrong

Message	What to do
Failed to load invoice settings. Please try again.	Select Retry. If it keeps happening, refresh the page.
Failed to process logo file. Please try again.	Use a smaller PNG or JPG image and try again.
Settings ID not found. Please try refreshing the page.	Refresh the page and open Settings again.