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Invoice, Quote & Purchase Settings

Under this settings menu, you can set the following:

  • Document numbers for Invoices, Quotes & Purchase Orders
  • Configuration options for invoicing Time sheet entries
  • Default Customer Payment Terms
  • Default Quote Validity Period
  • Invoice, Quote & Purchase Order Document Layout Options (including uploading a Logo, defining Contact Details, Bank Payment Details and Terms of Trade)  
  • Payment Methods for receiving payments

Click on Settings > Invoice, Quote & Purchase Settings to access these setting options.

The setting options are separated into different tabs.  Click on each tab to access the settings for that area.

Invoices

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: This field is not visible if you have your configured Tradify to use your Accounting System's invoice numbering sequence.

Next Invoice Number – the next number to use for invoices. This defines the invoice numbering sequence for Tradify to use when invoices are generated and they can be made to follow on from your previous system. NOTE: This field is not visible if you have your configured Tradify to use your Accounting System's invoice numbering sequence.

Default Invoice Due Date – this is where you set the default terms to apply to customer invoices generated in Tradify.  You can set these terms individually on each customer record, if they differ from the the default set here.  You have to option to set the terms based on the following:

 

  • Day of the Following Month - e.g. 20th of the month following the month of the invoice date.
  • Number of days after the invoice date - e.g. 7 days after the date of the invoice.
  • Day of the Current Month - e.g. 30th of the month of the invoice date.

 

Generate invoices using job appointments instead of timesheets – selecting this option makes Tradify use job appointments as the labour charged on an invoice instead of the timesheet entries on a Job when producing a time and materials based invoice.  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 the labour rate to be charged based on the type of work done on site.

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 entries as shown below.  NOTE: The timesheet entry notes should not be left blank when this option is selected.

 

Quotes

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

Next Quote Number – the number to use for the next quote. This defines the quote numbering sequence for Tradify to use when quotes are generated and they can be made to follow on from your previous system.

Default Expiry Days – the number of days to add to the Quote date when setting the Expiry Date field for new quotes.

Purchase Orders

Purchase Order Prefix – the text used infront of purchase order numbers. This field can be left blank if you don’t want to use an invoice number prefix.

Next Purchase Order Number – the number to use for the next purchase order. This defines the purchase order numbering sequence for Tradify to use when purchase orders are generated so they can be made to follow on from your previous system.

Document Themes

Document Themes are used to configure different layout options for presenting Invoices, Quotes & Purchase Orders.  Document Themes can be selected when printing invoices, quotes and purchase orders out of Tradify. You can find out more about creating and editing Document Themes here.

Default Document Theme – the default theme assigned to new customers and suppliers entered in Tradify.  The document theme can be set individually on each customer or supplier record if it is different to the default set here.

Payment Methods

Payment methods are used to classify the type of payment received when receiving payments from customers. The payment method also assigns the payment to the designated account code in your Accounting System.

 

 

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