Invoices & estimates
Business details, defaults for new invoices, appearance, and numbering.
At Settings → Invoices & estimates. Only the Owner can open it. The wording of the emails that go with invoices and estimates is on Emails, and the business name printed on them is on General.
Business details
- Letterhead address — your business address and any registration numbers, printed on invoices and estimates.
- Payment details — bank, PayPal, or cheque instructions, shown as its own block at the bottom of every invoice. Supports basic formatting.
Defaults for new invoices
| Setting | What it does | Default |
|---|---|---|
| Payment terms | Sets a new invoice's due date from its issue date. Overridable per invoice. Options: Due on receipt, Net 7, Net 15, Net 30, Net 45, or Custom (with your own number of days). | Net 15 |
| Default invoice subject | Prefilled subject line on new invoices. | empty |
| Default notes / footer | Prefilled text shown below the line items. | empty |
| Show total hours on invoices | Adds the total of the invoice's tracked hours under its line items. It's for every invoice; there's no per-invoice switch. | off |
Appearance
- Logo — PNG, JPG, or GIF, ideally at least 600px wide. Anything over 1MB is compressed automatically. Shown top-left on invoices and estimates. Uploading a new one replaces the old one.
- Document title — the heading at the top of every invoice, e.g. "INVOICE" or "TAX INVOICE" (1–40 characters).
- Show these columns on the invoice — Item type (the "Tracked time" or "Expense" label under a line), Quantity, and Unit price can each be hidden. Description and Amount always show.
Show these columns and Show total hours apply everywhere an invoice appears: the PDF, the invoice page in the app, and the page your client opens from the email's link or the client portal.
Numbering
A pattern each for Invoices, Estimates and Bills, used to number new documents automatically. Changing a pattern only affects new documents — existing numbers stay as they are, and you can still type a number by hand on a single document.
| In the pattern | Becomes |
|---|---|
{YYYY} | the year, e.g. 2026 |
{YY} | a two-digit year, e.g. 26 |
{MM} | the month, e.g. 09 |
{####} | the counter, one # per digit |
To start the counter somewhere other than 1, put digits in front of the
#s: {3###} starts at 3000, {201#} at 2010. With a year in the pattern
the counter starts again each year; with a month, each month; with neither,
it never does. For example, INV-{YYYY}-{####} gives INV-2026-0001.