Clicking on Settings from the main navigation menu in the sidebar will take you to the Settings page where you can configure Simple Invoices to work the way you need it to.

There are a number of tabs containing various different fields and settings, allowing you to completely customise your quotes and invoices. Once you have made a change or updated any setting, you simple need to hit the ‘Update Settings’ button at the bottom of the page.

We will look at each tab and the various fields and settings within. We won’t go into detail about each and every field as many of them are self explanatory.

Business tab

Contains settings related to your business such as contact details, logo and ABN.

  • Business Name – will be shown on quotes and invoices.
  • Logo – will be shown on quotes and invoices.
  • Address – optionally shown on quotes and invoices.
  • Phone – optionally shown on quotes and invoices.
  • Email – optionally shown on quotes and invoices. This can be different to your log in email address.
  • Website – optionally shown on quotes and invoices.
  • ABN – will be shown on quotes and invoices.

 

GST settings

Enable GST

This will enable or disable GST.

  • If you enable GST, you will still be able to adju
  • st individual line items within quotes & invoices to exclude GST.If you disable GST, it will hide all GST options.

GST Type

This will set your pricing to be either inclusive or exclusive of GST.

*This setting only works if GST is enabled.

Quotes tab

Contains settings related to quotes.

  • Quote Prefix – a prefix to use before the quote number.
  • Next Quote Number – whatever you put in this field will be the next quote number. When a new quote is created, it will look at this field and grab this number for the quote number. This number will automatically increment so that all quotes numbers will be sequentially numbered.
    • Be careful when changing this setting. If you have say 100 quotes numbered from 1 – 100 and you go back and change this number to 50, you will then have 2 quotes both numbered 50 and this number will then begin incrementing from 50.
  • Valid For Days – sets the default number of days all quotes are valid for. This can be overridden on each quote if required.
  • Terms & Conditions – add your terms and conditions to the bottom of each quote.
  • Email Subject – set the default email subject when sending a quote. This can be adjusted on each individual quote before sending.
  • Email Content – set the default email content when sending a quote. This can be adjusted on each individual quote before sending.

Wildcards

Wilcards can be used within the email subject and the email content to automatically insert items.

For example, creating an email subject such as: ‘New quote ready – %quote_number%’ would automatically insert the quote number into the subject line so that it looks something like ‘New quote ready – QUO-123’

Wildcards available for the email subject and email content:

%client_name%
%client_contact_name%
%client_email%
%link%
%created_date%
%total%
%quote_number%
%quote_valid_until%
%quote_reference_number%

Invoices tab

Contains settings related to invoices.

  • Invoice Prefix – a prefix to use before the invoice number.
  • Next Invoice Number – whatever you put in this field will be the next invoice number. When a new invoice is created, it will look at this field and grab this number for the invoice number. This number will automatically increment so that all invoices numbers will be sequentially numbered.
    • Be careful when changing this setting. If you have say 100 invoices numbered from 1 – 100 and you go back and change this number to 50, you will then have 2 invoices both numbered 50 and this number will then begin incrementing from 50.
  • Default Due Days – sets the default number of days that all invoices are due within. This can be overridden on each invoice if required.
  • Terms & Conditions – add your terms and conditions to the bottom of each invoice.
  • Enable Shipping Address – this will enable the shipping address field on invoices. If you are shipping physical products, you should enable this. If you want to have the shipping address only on certain invoices, then you should enable this option and then add the shipping address to invoices that require it. Leaving the shipping address blank on an invoice will not display it.
  • Email Subject – set the default email subject when sending a invoice. This can be adjusted on each individual invoice before sending.
  • Email Content – set the default email content when sending a invoice. This can be adjusted on each individual invoice before sending.

Wildcards

Wilcards can be used within the email subject and the email content to automatically insert items.

For example, creating an email subject such as: ‘New invoice ready – %invoice_number%’ would automatically insert the invoice number into the subject line so that it looks something like ‘New invoice ready – INV-321’

Wildcards available for the email subject and email content:

%client_name%
%client_contact_name%
%client_email%
%link%
%created_date%
%total%
%invoice_number%
%invoice_due_date%
%invoice_order_number%

Line Items tab

Here you can save your own line items and they will become available in the ‘Pre-defined Line Items’ dropdown within quotes and invoices.

You can add as many items as you require and you can fill in as much or as little information within each item as you need.

Payments tab

This tab contains all payment related items, allowing you to setup online payments and also instructions for other methods of payment.

  • Online Payments – check this box to accept online credit card payments. If you choose to accept online payments, you will also need to connect Simple Invoices with Pin Payments (our payment provider).
  • Pass on the Fee? – online credit card payments attract a small fee of 1.75% + 30c. Checking this option will pass on the fee to your client and they will be charged the fee when paying for the invoice.
    • Passing on the fee – for a $100 invoice, your client will be charged $100 plus the $2.05 fee. You will receive $100.
    • Not passing on the fee – for a $100 invoice, your client will only be charged $100. The $2.05 fee will be deducted from the $100 and you will receive $97.95.
  • Pin Payments API Key – Secret – this is required to accept online payments. API keys are the magic that connects your Simple Invoices account with your Pin Payments account. API keys can be found in your Pin Payments dashboard under Account.
  • Pin Payments API Key – Publishable – this is required to accept online payments. API keys are the magic that connects your Simple Invoices account with your Pin Payments account. API keys can be found in your Pin Payments dashboard under Account.
  • Generic Payment – this field is simply free text for adding any other payment options or payment advice. It will appear on your invoice beneath the line items and totals. You could, for example, add your bank account details or advice to pay by cheque.

Design tab

In this tab you can decide upon the look of your quotes and invoices.

  • Template – choose a template for your quotes and invoices.
  • Main colour – different templates will use this main highlight color differently, but it should be a colour that closely matches your logo/brand.
  • Details to display – check which details you would like displayed on your quotes and invoices. Again, different templates will display these in different locations, depending on the template you choose.

Labels tab

Change the text of any item on the quotes and invoices.
We won’t list each label, but looking at the screenshot gives a good indication of the level of control.