The Invoice Settings Overview in Workslayr provides a centralized hub to customize how your invoices are generated, presented, and managed. Proper configuration of these settings streamlines your billing process, ensures consistency across all client communications, and helps maintain a professional appearance. By defining these defaults, you can significantly reduce manual effort during invoice creation.
General Invoice Settings #
Within this section, you’ll find various options to tailor the default behavior and appearance of your invoices. These settings affect general information, numbering, and other core aspects, ensuring your invoices align with your business practices.
- Invoice Prefix: Set a custom prefix for your invoice numbers (e.g., “INV-“, “SRVC-“). This helps categorize and identify your invoices at a glance, especially useful when managing a high volume of transactions.
- Invoice Starting Number: Define the numerical sequence for your invoices. Workslayr will automatically increment from this number for each new invoice created.
- Default Invoice Status: Choose the default status for newly generated invoices, such as “Draft,” “Sent,” or “Due.” This saves time by pre-selecting the most common initial status.
- Invoice Terms: Establish standard payment terms and conditions that will automatically appear on all invoices. This ensures clients are always aware of your expectations regarding payment deadlines and policies.
- Show Project on Invoice: Toggle whether the associated project name is displayed on the invoice. This is particularly useful for clients who have multiple projects with your company, providing clear context for the charges.
Configuring Invoice Templates #
Workslayr offers robust template management to ensure your invoices are not only functional but also visually align with your brand. Similar to proposal templates or estimate templates, these allow for consistent branding and layout.
You can select from pre-designed templates or customize unique ones that reflect your company’s branding, including logos, color schemes, and font preferences. This customization helps leave a professional impression on your clients and reinforces your brand identity with every transaction. Each template can be configured with specific layouts for line items, subtotals, and payment instructions. This detailed control ensures all necessary information is presented clearly and logically.
The ability to integrate company logos and specific branding elements into your invoice templates means that every invoice sent out becomes an extension of your professional image. This attention to detail differentiates your company and contributes to a smoother client experience. For businesses that send out estimates and proposals, maintaining a consistent look and feel across all financial documents is crucial.
Establishing a professional and consistent brand identity is crucial for your business. Workslayr allows you to integrate your company’s logo and branding onto various client-facing documents, ensuring a polished and recognizable appearance across all communications. This feature is essential for reinforcing your brand image on invoices, estimates, and proposals you send to your clients.
Setting Up Your Company Logo #
Your company logo is a cornerstone of your brand, and Workslayr makes it simple to display it prominently on your documents. When you upload your logo, it will automatically appear on all relevant outputs, helping to maintain a professional look and feel.
To configure your company logo and other branding elements, navigate to the ‘Settings’ menu from the main navigation bar. From there, select ‘Company Settings’. Within the ‘Company Identity Details’ section, you will find options to upload your logo. Workslayr supports common image formats such as JPEG, JPG, PNG, or SVG for your company logo.
Why Consistent Branding Matters #
Consistent branding on all your official documents, from initial proposals to final invoices, builds trust and professionalism with your clients. It helps them easily identify your communications and reinforces your company’s professionalism at every touchpoint. This attention to detail elevates your business image and contributes to a positive client experience.
Branding on Client Documents #
Once uploaded, your chosen logo will be automatically applied to the following client-facing documents generated within Workslayr:
- Invoices: All invoices, both one-time and recurring invoices, will prominently feature your company logo.
- Estimates: Any estimates you create for prospective clients, including those generated from estimate templates, will include your branding.
- Proposals: Your proposals, which are crucial for winning new business, will also display your logo, ensuring a cohesive look from the very first interaction. When sending proposals, your logo conveys professionalism before a lead even accepts.
This consistent application of your logo across these critical documents ensures that your brand is always front and center, regardless of whether you’re creating estimates or managing project finances.
Workslayr provides settings to manage invoice due dates and automated reminders. These configurations ensure consistent billing practices and assist in timely payment collection.
Configuring Default Due Dates #
You can set a default number of days for an invoice to be due after its issue date. This default applies when creating new invoices, unless overridden manually.
- Navigate to Settings and locate Invoice Settings.
- Find the option for ‘Default Due Date’ or ‘Payment Terms’.
- Enter the desired number of days in this field. For example, entering ’15’ means an invoice will be due 15 days from its creation date.
Automated Payment Reminders #
Workslayr can send automated email reminders for overdue invoices. These reminders are sent to the designated client contact associated with the client profile.
To enable and configure automated reminders:
- Access Settings and go to Invoice Settings.
- Locate the ‘Automated Reminders’ section.
- Activate the reminder toggle.
- Specify the frequency or intervals for sending reminders (e.g., every 3 days after the due date).
- You can also customize the email template for these reminders.
These settings contribute to the overall proposals, estimates, and invoicing workflow, helping manage the financial aspects of your projects.
Workslayr allows for the configuration of processing fees on invoices. These fees are percentage-based and apply to the subtotal of an invoice. Processing fees can be applied to provide a visual breakdown of charges for your clients.
Configuring Processing Fees #
To manage processing fees, navigate to Settings and locate the Invoice Settings section. Here, you can define and enable these fees.
- Enable Processing Fee: Activate this toggle to enable the processing fee option for invoices.
- Processing Fee Name: Assign a custom name for the fee, aligning with your company’s terminology.
- Processing Fee: Enter the percentage amount that will be calculated on the invoice subtotal.
Once configured, the processing fee will be available when generating new proposals or estimates that convert into invoices.
Applying Processing Fees to Invoices #
When creating or editing an invoice, a field for the processing fee will appear if enabled in settings. Enter the percentage directly into this field. The system will calculate the fee based on the invoice subtotal.
The processing fee will be displayed as a separate line item on the invoice document. This provides transparency for the client regarding the charges. Review the Proposal Statuses and Estimate Statuses to confirm how fees are reflected during the client approval process.
Workslayr generates unique identifiers for various operational documents, including invoices, estimates, and proposals. This numbering system uses automatic sequencing and customizable prefixes.
You can configure prefixes and determine the next number for each document type. This function is managed globally rather than per document.
Configuring Document Prefixes and Next Numbers #
To access these settings, navigate to App Settings from the main navigation menu.
Within App Settings, locate the section for document numbering. Here you can adjust the prefixes and starting numbers for different document types:
- Invoice Prefix: Set a custom prefix for all invoices (e.g., INV-).
- Invoice Starting Number: Define the starting number for the next generated invoice.
- Estimate Prefix: Configure a prefix for estimates (e.g., EST-).
- Estimate Starting Number: Specify the starting number for the next estimate.
- Proposal Prefix: Assign a prefix for proposals (e.g., PROP-).
- Proposal Starting Number: Set the starting number for the next proposal.
The system automatically increments these numbers for subsequent documents of each type. For example, after creating a proposal with the number PROP-001, the next proposal generated will automatically be PROP-002, unless the starting number is manually reset.
