Understanding Tradify's Invoice Settings

Topic

Within your Invoice Settings, you have the ability to setup and configure your Invoice Number sequence, default Invoice Due Date & Invoice specific preferences.

Guide

To access your Invoice settings, head over to Settings and then select Invoices. Within this page, the following options will be available to edit:

Invoice Number Prefix: The text used at the front of invoice numbers. This field can be left blank if you don’t want to use an invoice number prefix.  

Note: If you're integrated with Xero, MYOB, or QuickBooks and you're using their invoice numbering sequence, this field will be hidden from view. 

Next Invoice Number: The next available Invoice number to be used by Tradify. This defines the Invoice numbering sequence for Tradify. All following Invoice numbers will continue in numerical order from this point.

If you delete an Invoice, Tradify automatically populates the missing Invoice number with the next invoice created. After the empty numbers have been filled, the Invoice sequencing will continue from where it originally was prior to deletion. 

Note: When you start a new invoice in the Tradify mobile app, its number is reserved immediately to prevent duplicates. The invoice is saved only after you save it. If the app closes or is cleared before then, the invoice is lost and its number is skipped. To prevent this, save the invoice as a draft after selecting the customer, before switching apps.

You can reset this by choosing a higher number in the Invoice number settings. 

Please note that from an auditing or accounting perspective, it is bad practice to have missing invoices. It is suggested you check your accounting software (if you use it) as some software does not allow invoice deletion, only invoice voiding. 

Note: If you're integrated with Xero, MYOB, or QuickBooks and you're using their invoice numbering sequence, this field will be hidden from view. 

Default Invoice Due Date: This is where you set the default Due Date for your customer sales invoices.

Note: You can set a different Due Date individually on your customer records. For more details on this, please see here.

Generate invoices using job appointments instead of timesheets: Selecting this option makes Tradify use scheduled appointments as opposed to timesheet entries when creating a "time and materials" invoice on a Job. This option is useful if you want the labour charged on a job to be pre-set (regardless of the actual time spent on a Job).

Note: This option is not recommended if you need to be able to select different billing rates for work carried out on your Jobs.

Use timesheet notes for line item description: Selecting this option will use the notes entered on timesheet entries as the "labour line description" when generating a time and materials based invoice. The "labour line description" will include the dates and duration of the timesheet entry along with any notes entered.

Note: The timesheet entry notes should not be left blank when this option is selected.

Additional Information

For more info on configuring your invoices, see here: How To Use Document Themes for Invoices