The Invoices tab under Site Settings configures global financial configurations, payment logic, document memos, messaging preferences, and export rules for your billing workflows.

Invoices and Payments

• Allow Users to Edit Their Default Billing Address: When enabled, both site administrators and users can set and modify the default billing address that populates onto that user's invoices. The default address can still be manually overridden on an individual invoice basis.
• • Users can edit billing address (Toggle): Enables the core editing permission for members.
  • Prompt users on site page for their billing address (Toggle): Displays a request on your main site page prompting users to provide their billing address if they have not yet done so.
• Default Invoice Due Date: Set the standard baseline timeframe (e.g., 30 Days) before an issued invoice is marked as overdue.
• Default Quote Expiry Date: Set the standard validation window (e.g., 30 Days) before an unaccepted quote automatically expires.
• Request quote acceptance by default (Toggle): When active, quotes sent to users will require explicit acceptance or confirmation by default before moving forward.
• Tax Calculation (Toggle - Round tax on a per item basis instead of once on the subtotal): Toggle this ON to calculate and round taxes line-by-line for each item individually. Leave it disabled to calculate tax a single time based on the invoice's final subtotal.
• Multicurrency Support (Toggle - Allow invoices and quotes in currencies other than your site currency): Enabling this permits the creation of financial documents using foreign currencies rather than being restricted to your site's singular primary currency.
• Receipt Emails (Toggle - Add bill to email for manual payment receipts automatically): When turned on, manually logged payment transactions will automatically attach the corresponding bill or receipt straight to the outbound confirmation email.
• Default Name for Invoices: Input the official facility, department, or center title that should appear at the top of all generated billing records.
• Default Invoice Memo: Enter a standardized disclaimer or tracking note to print directly onto invoices. (e.g., "This is NOT an invoice. This statement is for your records only...")
• Default Invoice Payment Instructions: Provide step-by-step guidance on how users must remit payment, check submission addresses, or direct deposit banking info.
• Default Quote Memo: Type a standard, reusable message or terms statement to be appended to all outgoing customer quotes.
• Default Quote Payment Instructions: Enter text defining standard payment expectations, deposit rules, or terms attached to initial quotes.
• Default BCC Email Addresses for Manually Sent Invoices: Designate administrative or accounting email addresses to be blindly copied whenever a staff member manually dispatches an invoice. If left blank, it defaults to the logged-in user sending the file.
• Reply-to email address for all sent invoices: Set the baseline destination email for user inquiries regarding billing. If left blank, replies route back to the specific administrator who generated or sent the document.
• Reply-to name all sent invoices (requires reply-to email address set): Customize the display name paired with your reply-to email address. Defaults to your generic site name if left blank.
• Default Email Message for Manually Sent Invoices: Draft the baseline email body text that accompanies any invoice sent manually by your staff.
• Allow Users to Pay Invoices from Site or Portal User Accounts (Toggle): When enabled, users can apply accumulated balances or pay invoices using active portal-level or site spending accounts.
• • Note: Keeping this toggle off does not prevent automated rates from debiting pre-linked accounts if they are configured to do so; it simply stops users from manually triggering payments from those accounts.
• Hide Invoice Subitems by Default (Toggle): When enabled, sub-items are consolidated out of sight. The invoice recipient will only see the parent line-item name and description, showing a total value that is the sum of all hidden subcomponents.
• Hide Invoice Items with Zero Cost by Default (Toggle): When enabled, any individual row evaluating to a total cost of zero will be completely hidden from regular users on external screens and generated PDF copies. They remain visible only to managers possessing structural edit permissions for that invoice.

Reservation Interaction

• Lock Reservations Added to an Invoice (Toggle): When active, users are completely blocked from editing or modifying any booking reservation once it has been attached to an invoice sheet. While administrators can still manually force changes, doing so runs the risk of causing out-of-sync discrepancies between the final invoice totals and actual calendar usage details.

Custom Fields

Add custom meta-tracking structures onto your billing documents. List each unique custom field name on its own separate line. These parameters must be completed manually and will be visible to anybody authorized to view the final invoice or quote file.

• Custom Invoice Fields: Unique data tracking rows generated specifically for invoices.
• Custom Quote Fields: Unique data tracking rows generated specifically for quotes.

Export Options

Clean up data exports by omitting unnecessary columns when downloading reports to spreadsheet formats. List each column name exactly, placing one field name per line.

• Invoice CSV Export Columns to Skip: Column titles listed here will be stripped away and skipped whenever exporting invoice files to CSV.
• Payments CSV Export Columns to Skip: Column titles listed here will be stripped away and skipped whenever exporting payment history logs to CSV.