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Financial Settings

Company information

When sending an invoice to customers, your company logo and address appear in the top corner. Add your logo and address from Administration > Company Preferences.

Optionally you can add customer organization address details. Additionally, you should add your customer organizations' billing contact information.

  • Access customer organization details from the 'Customers' app on the left side panel.
  • Double click on the customer organization's name to open the detail panel.
  • Tab to 'Invoice Preferences' to set the billing contact. 

Invoice rates and calculation level

Set your rates in Administration > Financials.

There are two calculations to set: Cost and Invoice

The invoice calculation sets the level and rates for billable time logged to work. These are the amounts you will bill your customers. Cost calculations set the level and rates for costs, for example expenses or employee pay.

You must choose the level at which your costs and invoicing is calculated. The level includes options such as on a by-team, or by-user basis. Once you set the level, you can configure your rates. Rates are hourly or with a monthly minimum.

See also: Financials Overview

Invoice detail level

'Invoice detail level' determines the level of information displayed in the invoice.

Grouping level refers to how the timesheet lines items are grouped together. The grouping level is always used and is determined by the invoicing calculation level. For example, if your invoice calculation level is 'by team.' Each team's line items will be grouped together. The name(s) of the team(s) who submitted the timesheets will be displayed in the invoice.

There are two invoice detail levels you can define:

Grouping level only - Grouped by your invoice level. Only the rate is shown, hours from items are rolled up.

Grouping level and item detail - Grouped by your invoice level. The names of tickets/tasks will be displayed as line items.

'Grouping level only detail' invoice

'Grouping and item level detail' invoice

Invoice payment terms / Quote expiration

Invoice payment terms and quote expiration refers to your organization’s billing terms. These settings configure how long from the sent date the invoice/quote will be due. 

For example, if set to 'Net 30' the invoice due date will be set to 30 days after it has been sent to the customer.

The following payment terms are available:

  • Upon receipt - Is due upon the sent day
  • Net 30
  • Net 15
  • Net 45
  • Net 60
  • Net X - Allow you to create a custom payment term (in days). 

Note: The invoice due date is editable from the invoice in Draft or Open status.

Payment instructions (Memo)

Provide instructions to your customers on how to pay the invoice. You can also add other messages if you desire. The invoice memo appear at the bottom of the sent invoice. You can add links and other styling configurations. 

(Applies for invoices sent via OneDesk not through the QuickBooks Online integration)

Invoice defaults

Set the currency for your organization's budgeting and invoices.

The default tax and discount values will be added to all newly created invoices.

You can still remove these defaults or add additional line items when creating your invoices. 

Configure specific customer defaults

You can override default currency and line items for individual customer organizations

Individual customer organizations can have their own defaults. Customer organization defaults will be added to all new invoices for that organization.

  • To configure customer defaults go to the 'Customers' app 
  • Double click to open the customer organization profile
  • Tab to Invoice preferences
  • Check on 'Override defaults for customer organization'

For QB integration settings see: 

QuickBooks Invoicing Integration

For Prepaid Hours see:

Prepaid Hours

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