How Do Invoice Settings Work?

Invoice settings control invoice options such as numbering, approval requirements, etc.

Contents:

Overview

Invoice Settings Sections

Project Required to Send

Universal Number

Invoice Number Rules

Invoice Details

Displayed Company Contact Information

Overview:

To find invoice settings:

1. Open the account menu at the bottom of the sidebar
2. Open settings
3. From the settings dropdown menu, select "Invoices"

NOTE: Always remember to save any changes made in settings.

Invoice Settings Sections

Project Required to Publish

When this toggle is on, an invoice must be associated with a project or a project lead before it can be published.

Universal Number

The universal number setting is used to adjust the default next number for new projects, estimates, invoices, change orders, and purchase orders. If an invoice is created from a project, it will automatically have the same number as the project, but if an invoice is created on its own, it will use the next universal number.

This number automatically changes as new documents are created and new numbers are used.

NOTE: To prevent duplicates, this number cannot be lowered.

Invoice Number Rules

Invoice Number Rules settings control:

1. Invoice Number Generation: This setting automatically generates invoice numbers using the next universal number
2. Minimum Number Length: Determines the minimum number of digits that an invoice can have (zeros will precede numbers that do not have enough digits)
3. Prefix: Displays characters before the invoice number (e.g. "INV")
4. Delimiter: A character that separates the number from the prefix and the suffix
5. Suffix: Displays characters after the invoice number
6. Instance Delimiter: A character that separates the project number and the instance number (the instance number distinguishes multiple invoices that are from the same project)
7. Instance Min Length: Determines the minimum number of digits that an instance number can have

As the settings change, so will the examples.

Invoice Details

The Invoice Details settings control the following:

1. Require invoice review to publish: Limits invoice sending without prior manager approval
2. Allow all users to submit for review: Opens reviews to all employees, not only managers/admin
3. Default Invoice Terms: Specifies when the payment is due from when the invoice is sent (e.g. on receipt, 15 days, 30 days, etc.)
4. Invoice Approval Email: The invoice email template used to draft invoice emails sent to clients
5. Send Document Behavior: Determines how the email from Projul is sent to customers, including:
   • Sending the email directly from Projul
   • Opening up an email app with a template
   • Opening up an email app without a template
   • Viewing the email template (used for easy copy/paste)
6. Change Invoice Status When Emailing: Determines if an invoice is automatically marked sent when the email is sent
7. Projul Email Default Cc: Specifies a default Cc email address on all invoice emails sent 
8. Display Payment Progress: Determines whether or not invoices will display the project payment progress (screenshot example below)
9. Auto Itemize Invoice and Import Estimate Descriptions: Determines whether or not descriptions will be automatically itemized
10. Default Invoice Printed Photos Size: Specifies the default size for photos when printing an invoice

Example: Display Payment Progress

Displayed Company Contact Information

These settings specify the information that will displayed to customers on estimates, invoices, etc., including:

1. Lic. #
2. Company Address
3. Company Email
4. Company Phone
5. Company Website

Questions? Let's Chat.
support@projul.com
(844) 776-5853