These settings let you control how your documents look and what information they display. Most settings apply across invoices, estimates, and pro forma invoices. Where a setting only applies to certain document types, this is noted clearly.
🔐 Who can access this
The Invoice Settings tab is only visible to users with the Owner or Admin role.
🗂️ Accessing Invoice Settings
Go to Settings from the left-hand menu
Select System Configuration
Click the Invoice Settings tab
The screen is split into two panels:
Left panel: All customisation controls, organised across three sub-tabs: Layout, Data, and Text
Right panel: A live preview that updates as you make changes
🖼️ Layout tab
The Layout tab controls images and terms and conditions.
Images
Upload a header, logo, and footer image to apply your branding to documents.
Accepted formats: JPG or PNG, maximum 2MB
Recommended dimensions: 1200 x 100 pixels for header and footer images
For each image type:
Show Header: Toggle to show or hide the header image. Only available after a header image has been uploaded.
Show Logo: Toggle to show or hide your logo. Only available after a logo image has been uploaded.
Show Footer: Toggle to show or hide the footer image. Only available after a footer image has been uploaded.
To upload an image, click the image tile. To change or remove an existing image, hover over the tile to reveal the options.
📝 Note: Image settings apply to all document types, including invoices, estimates, and pro forma invoices.
Terms and Conditions
Use this section to add disclaimer text and bank account details to the bottom of your invoices.
⚠️ Important: Terms and Conditions settings only apply to invoices. These settings have no effect on estimates or pro-forma invoices.
Show (master toggle): Enables or disables the entire Terms and Conditions section. When off, all settings below are inactive.
Show Disclaimer Text: Displays your custom disclaimer text on invoices. Maximum 1,000 characters.
Disclaimer text field: Enter the text to display. The text can be edited at any time, but only appears on invoices when Show Disclaimer Text is enabled and the master Show toggle is on.
Show Bank Account Number: Displays your bank account number on invoices, taken from the Workshop Details tab in System Configuration.
Show Bank Account Name: Displays your bank account name on invoices, taken from the Workshop Details tab in System Configuration.
📊 Data tab
The Data tab controls which fields appear on your documents and how they are ordered. All settings here apply to invoices, estimates, and pro forma invoices unless noted otherwise.
Use the toggles to show or hide each field. Drag and drop fields within each section to change the order they appear on the document.
Workshop & Invoice
Controls the workshop and document header information displayed at the top of your documents.
Show Workshop Name: Shows your workshop name in the document header.
Show Invoice Date: Always on, cannot be hidden. The label and value differ by document type: displays as Invoice Date on invoices, Expiry Date on estimates, and Date on pro forma invoices.
Show Invoice Number: Always on, cannot be hidden. The label differs by document type: displays as Invoice Number on invoices, Estimate Number on estimates, and Job Number on pro forma invoices.
Show Order Number: Shows the order or reference number on invoices and pro forma invoices. This field has no visible effect on estimates, as estimates do not carry an order number value.
Show Phone Number: Shows your workshop phone number. Alignment options: Left or Right.
Show Email Address: Shows your workshop email address. Alignment options: Left or Right.
Show Address: Shows your workshop address. Alignment options: Left or Right.
Show Business Number: Shows your business registration number.
Show GST Number: Shows your GST number.
📝 Note: The controls in this section are labelled "Show Invoice Date" and "Show Invoice Number" in the settings panel. On printed estimates, these fields display with estimate-appropriate labels as described above.
Customer
Controls the customer information displayed on documents.
Show Contact Name: Always on, cannot be hidden.
Show Contact Number: Shows the customer's contact number. Alignment options: Left, Right, or Top.
Show Address: Shows the customer's address. Alignment options: Left, Right, or Top.
Show Order Number: Shows the customer order reference on invoices and pro forma invoices. This field has no visible effect on estimates, as estimates do not carry an order number value.
Vehicle
Controls the vehicle information displayed on documents. These fields only appear when a vehicle is linked to the job or estimate.
Show Registration: Shows the vehicle's registration number.
Show Vehicle Description: Shows the vehicle make, model, and year.
Show Readings: Shows odometer or other readings recorded against the vehicle.
✏️ Text tab
The Text tab controls how labour lines are presented on documents. These settings apply to invoices, estimates, and pro forma invoices.
Default Labour Description: Sets a default label for all labour lines, for example "Technician Fee". Leave blank to use each labour line's own description instead.
Show labour quantity and unit price: When ticked, labour lines display the quantity and unit price columns. When unticked, only the line total is shown.
📝 Note: Labour lines are always shown individually. These settings do not combine multiple labour lines into a single line.
💾 Saving your changes
At the bottom of the screen:
Save: Applies all changes
Cancel: Discards any unsaved changes
Reset to Default: Reverts all settings to their original defaults
