How do I set default invoice settings?
Default invoice settings allow you to configure how invoices appear and behave for your firm. Setting these defaults saves time by eliminating the need to adjust the same details for every invoice.
Why it matters
Default settings streamline your invoicing process, improve consistency, and help your firm communicate clearly with clients.
Table of Contents
Invoice Settings
To get started click the Profile icon > Settings > Billing Settings > Invoicing.
🎥 Watch this short demo to see how to configure invoice settings.
Line Items and Columns
Line Items
Grouped: All time entries combine into one line item with a single description.
Separated: Each time entry appears as a separate line item with its own description.
Columns
Use checkboxes to choose which columns display on invoices.
Payment Terms
Choose from Due on Receipt, Net 10, Net 15, Net 30, Net 45, Net 60, or Custom.
Net terms set the due date to the specified number of days after the invoice date.
Terms and Conditions
Toggle on Terms and Conditions.
Enter your preferred terms text in the box provided.
This text appears on invoices when the toggle is turned on.
Outstanding Balances on PDFs
You can display an Outstanding balance in the footer of invoice PDFs to bring client awareness to unpaid amounts and encourage faster payment.
When enabled:
Balances appear at the bottom of PDFs for sent and partially paid invoices.
Two checkbox options control how balances are calculated:
Include printed and downloaded invoices
Include saved invoices
These options give your firm flexibility in reporting outstanding balances.
Invoice Number Sequence
You can set the starting number for invoices in your account. This can only be configured once per account.
Locate the Invoice number sequence field in Invoice Settings.
Enter the number you want invoices to begin with.
Example: Entering 2000 sets the next invoice to #2000.
Click Save.
Important Notes:
The number must be equal to or higher than the next available invoice number.
Example: If the next invoice is #0034, you can set it to #0034 or higher.
Once saved, this setting cannot be changed again.
If invoice automations are running, the sequence may be impacted when invoices generate automatically.
Reminders
This section controls how and when clients are notified about unpaid invoices.
Heads Up! The team member who last updated the invoice reminder settings will receive all client replies to those reminder emails.
🎥 Watch this short demo to see how to configure reminders.
Reminder Types
Toggle on one or more of the following:
A set number of days before the due date
On the due date
Every set number of days after the due date, until paid
For each reminder, enter the number of days and (optional) a custom message.
Custom Messages and Client Rules
Add a personalized message for each reminder type.
Apply reminders to all clients, or use rules to include/exclude specific clients or tags.
Important Info!
Reminder emails are sent from the email address of the last team member who modified the settings.
Recipients include the client or contact’s primary email address, or the primary email on the client portal.
What clients see:
Invoice number, due date, outstanding balance, and a link to make a payment
Any custom message you include
Invoice Reminder PDF Attachments
Heads up!
Invoice PDF filenames now include the invoice number, making it easier for clients to identify and organize attachments.
Recurring Invoice Settings
Control whether clients receive an invoice email when a recurring invoice with autopay runs.
Go to Profile icon > Settings > Billing Settings > Invoicing.
Locate Recurring Invoices and toggle it on or off.
On: the client receives an invoice email every time an autopay charge runs.
Off: the client does not receive an invoice email for autopay charges.
This setting only affects invoices with autopay enabled — a recurring invoice without autopay set up will always email the client. Clients also always receive a payment receipt, regardless of how this setting is configured. Recurring Invoices is turned on by default.
Late Fees
Automatically apply a late fee to past-due invoices, and choose which clients it applies to. When this is turned on, a notice is automatically added to outstanding invoices letting clients know a late fee may apply.
Go to Profile icon > Settings > Billing Settings > Invoicing.
In the Late Fees section, toggle Add a late fee of on.
Select a late fee percentage from the dropdown.
Enter the number of days past due before the fee applies.
Under Client Rules, choose which clients the fee applies to, or exclude specific clients if needed.
Click Save Changes.
Late fee percentages are calculated on the invoice balance minus any partial payments or credits, and may be limited by state law. Changes take effect the next day and apply to any invoice that meets your conditions — including invoices that are already past due. Late fee thresholds are determined by individual state laws.
Summary
Default invoice settings include both invoice appearance options and automated reminders. By configuring these once, you can streamline invoicing, improve client communication, and reduce the time it takes to get paid.
Need help?
Contact Support or ask Penny, our AI Support Bot, for assistance.