Invoice Settings

Invoice Settings: Core Functionality
 

The Invoice Settings module is the central engine that powers your document management and business branding. It allows you to create and manage multiple Company Profiles, ensuring that every invoice, receipt, or order features the correct logo, tax information, and legal identity automatically. Beyond simple formatting, this module manages Smart Automation, enabling the system to trigger document creation the moment a proposal or order is signed and instantly dispatch copies via email or WhatsApp. By consolidating these settings, you ensure that your financial workflows remain consistent, professional, and automated from the initial signature to final delivery.


 

How to Load This Module?   To open the Invoice Settings module, follow these three simple steps:   Open User Menu: Click on your Profile icon in the top-right corner of the dashboard. Go to Settings: Select the Settings gear icon from the dropdown menu to open the configuration sidebar. Select Invoice Settings: Under the Company Settings tab, click on Invoice settings to launch the two-step setup modal.

Step 1/2: Invoice Settings (Company Management)
 

This screen allows you to manage the specific company profiles that will appear on your documents.

1) Adding a New Company   Action: Click the Plus (+) icon in the top-right corner. Form Details: A modal will open where you fill in the Logo, Company Name, Email, and Tax ID. Purpose: This creates a new profile that can be selected when generating invoices or receipts.   2) Authorization (Local Regulations)   Authorize / Re-authorize: For specific regions (like Israel), these red buttons link your company profile to local tax authorities. Status: It ensures your digital documents are legally recognized and "authorized" for tax purposes.

3) Default Settings
 

• Default Checkbox: Check this to set a specific company as your primary profile.

• Logic: Only one company can be the default. When checked, it automatically unchecks the previous default. This company will be pre-selected every time you create a new document.
   

4) Quick Actions
 

• Edit (Pencil Icon): Update existing company details, such as a new email or updated logo.

• Delete (Trash Icon): Removes the company profile from your active list (soft delete).
  
  
  
   

  Common Settings   To open this modal, click the Common settings button. This manages your global document automation and display rules.    Document Automation   - On Sign Proposal Auto Create: When set to YES, the system automatically generates a new document immediately after a proposal is signed. - On Signing Proposal Auto Create (Dropdown): Choose the specific document type (e.g., Purchase orders, Proforma Invoices) that the system should create. - On Sign Order Auto Create: Automatically creates a follow-up document specifically when an Order is signed. - Digital Signature: Enables the official electronic signature feature for your document workflow. - Auto Send Purchase Order to Sign: Automatically triggers a signature request for new Purchase Orders. - Auto Create Invoice after Proposal/Order Sign: Ensures the final Invoice is created as soon as the legal signature is captured on the initial document.    Delivery & Communication   - Send Client Notification After Signing: Automatically sends a confirmation message to the client once they have finished signing. - Invoice Link Setting: Controls how the client receives the document (as a direct download link, a PDF file attachment, or both). - Auto Send to Accountant: Automatically forwards all generated documents to your accountant's email for easy bookkeeping. - Auto Send to Customer: Automatically sends the document to the customer's email upon creation. - Auto Send to Customer in WhatsApp: Instantly sends the document directly to the customer's WhatsApp.

  
  PDF Display & Flow
   

  - Show Prices on Documents: A master toggle to show or hide the price column on your PDFs (useful for creating delivery notes).

  - Invoice Title: Set a global default header that appears at the top of every generated invoice.

  - Invoice Footer: Set global default text, such as bank details or a "Thank You" note, at the bottom of the PDF.

  - Which Documents Select Copy To: Use these tags to define which document types (like Delivery or Receipts) are allowed to be "copied" or converted into other documents.
  
  
  
  
  
   

  Invoice Settings: Add Company
   

  This modal opens when adding or editing a specific company profile. It defines the identity and tax rules for documents generated under this profile.

  Company Identity   - Company Name: The official name of the business shown on all documents. - Company Type: Choose between Organization, Private, or Free Private to define the business structure. - Company Tax ID: The legal tax registration number for the business. - Email & Phone: The contact details displayed on the document header for clients. - Document Language: Sets the primary language (e.g., Hebrew) for the PDF text. - Document Currency: Select the default currency symbol (e.g., ₪) for all transactions.    Tax & Calculation Rules   - Tax: Set the default tax percentage for this specific company. - Show Total Includes VAT: Displays the final price with tax already calculated in the total line. - Includes VAT: Toggle whether the unit prices entered into the system already include tax. - Round Up: Automatically rounds the final total to the nearest whole number. - Do Not Let Create Document Without Company ID: A safety lock that prevents issuing documents if the client's tax ID is missing.

  
   Interaction & Visibility
   

  - Payment Button: Adds a clickable "Pay Now" button to the digital document sent to clients.

  - Display Sign Button in Order Proposal: Shows the electronic signature area specifically on proposals.

  - Show Created by Team Member: Displays the name of the specific user who generated the document.

  - Show Prices in Delivery Document: Toggle to show or hide the price column on delivery notes.
   

   Automation & Messaging
   

  - WhatsApp Message: Customize the text sent to clients via WhatsApp; use the {link} tag to automatically insert the document URL.

  - Create Document After Payment: Use the dropdown to select which document type (e.g., Receipt , GR/IR , Receipt Tax Invoice) is automatically created once a payment is successful.
  
   

  Invoice Settings: Custom Notes   This section allows you to set specific, formatted text for every document type. You can manage content for both the top (Header) and bottom (Footer) of your PDFs.  Header Notes   - Notes for Invoices in Header: Standard opening text or billing instructions at the top of an Invoice. - Notes for Order Proposal in Header: Introductory terms or personalized greetings for Proposals. - Notes for Receipt in Header: Payment confirmation summaries at the top of a formal Receipt. - Notes for Invoice Receipt in Header: Specific header info for combined billing and payment files. - Notes for Purchase Order in Header: Department references or vendor instructions for Purchase Orders. - Notes for Details Order in Header: Project context or internal references for Detailed Orders. - Notes for Delivery in Header: High-visibility delivery notes like "Fragile" or gate codes. - Notes for Proforma Invoices in Header: Opening statements regarding preliminary payment terms. - Notes for Donation Receipt in Header: Non-profit registration details or official "Thank You" text.

   Footer Notes
   

  - Notes for Invoices in Footer: General legal disclaimers or "Thank You" notes for Invoices.

  - Notes for Order Proposal in Footer: Validity dates, terms, and conditions for Proposals.

  - Notes for Receipt in Footer: Additional payment details or policy notes for Receipts.

  - Notes for Invoice Receipt in Footer: Specific closing info for combined Invoice/Receipt documents.

  - Notes for Purchase Order in Footer: Special shipping instructions or terms for suppliers.

  - Notes for Details Order in Footer: Specific details regarding the fulfillment of a Detailed Order.

  - Notes for Delivery in Footer: "Received in good condition" text or client signature lines.

  - Notes for Proforma Invoices in Footer: Preliminary payment deadlines and bank instructions.

  - Notes for Donation Receipt in Footer: Tax-deductible declaration text for donors.
   

   Visibility & Editor Controls
   

  - Eye Icon (Show/Hide): Click this icon to open the Rich Text Editor. You can format your text (Bold, Italics, Lists) and insert links.

  - Drop For [Document] In Footer/Header: Checking these boxes applies specific formatting logic to ensure the text is positioned correctly on the PDF.
  
  
   

  Invoice Settings: Branding & Integration   This final section of the company modal focuses on your physical business details, visual templates, and accounting integrations.    Business & Branding   - Company Address: Enter the physical or registered mailing address to be displayed on all document headers. - Proposal Template: Choose a visual style for your proposals. Options include Green, Black, or Private (custom layout). - Invoice Logo: Upload your company logo (drag and drop) to appear on the top of your PDFs. - Invoice Stamp: Upload a digital version of your company stamp or authorized signature to be placed on finalized documents.    Payments & Emails - Payment Gateway: Select your primary provider (e.g., Kesher) to process credit card payments directly from the document. - Payment Gateway Options: A text area to input specific API keys or configuration settings provided by your payment processor. - Email Template: Select the default email layout used when sending documents to clients.

   
  Accounting & API Integrations
   

  - Auto Create Order: If checked, the system will automatically generate an Order document when specific workflow conditions are met.

  - Rivhit API (Journal Lines/Export): Specialized toggles for users in Israel to sync financial data and journal entries directly with Rivhit accounting software.

  - H Connect / Hashavshevet: Enable these toggles to connect your document data with these specific accounting and ERP platforms.

  
  Regional Settings (Israel)

  - Invoice Israel: Enable this to comply with local Israeli tax authority requirements.

  - Force TZ: Requires a Teudat Zehut (ID number) to be entered before a document can be issued.

  - Over 10,000 ILS / Always: Choose whether special reporting rules apply only to high-value transactions (Over 10,000) or to every document (Always).

  - Bank Details (Name/Branch/Account): Input your bank information to include "Pay to" instructions on your invoices.