Configuring invoices and e-invoicing

The Configure tab of Invoices is where you set how every invoice looks and behaves before you create it. It is an owner or admin area. Its left-hand menu holds six sections, and separately every invoice can be exported as a standards-based e-invoice. For creating invoices, see free-form invoices and invoicing tracked time.

Company information

Under Company information you set the Address that prints on invoices. The company Name is shown here but changed under Settings → General, and your logo is uploaded under Settings → Branding.

Default values

Default values are the settings that prefill each new invoice:

• Tax — your default tax percentage, with Enable second tax to add a second rate.
• Time rounding — how tracked time is rounded when entries are saved and timers stop (it is never rounded after the fact).
• Total hours — tick Show total hours on invoices to print a total-hours row under the line items.
• Payments due — Upon receipt, a Net 15/30/45/60 term, or a custom number of days after issue.
• Invoice subject and Invoice notes — the prefilled subject and the note printed below line items.
• Number prefixes — the Invoices and Estimates number prefixes.

An Online payments note also appears here; Stripe checkout is not enabled on this install, so invoices are settled by recorded payments and retainer draws.

Appearance

Appearance controls the printed document, with a live preview that updates as you edit. Set a Brand color and Background by hex value or color picker, toggle whether the document title shows, and choose which columns print — Item type, Quantity, Unit price, and Amount. The preview redraws instantly so you can see the result. Save with Save appearance.

Messages

Messages holds the email templates, split into Invoice message, Reminder message, and Thank you message. Each has a subject and body, and both accept %variable% placeholders that fill in when the email is sent. The available variables are %invoice_id%, %company_name%, %invoice_client%, %invoice_amount%, %invoice_issue_date%, %invoice_due_date%, and %invoice_url%. The last one, %invoice_url%, becomes the client's online link, so keep it in the body if you want the client to be able to open the invoice.

Field labels and item types

Field labels lets you rename any wording on the printed invoice — for example turning "Invoice" into "Statement" — with each field showing its default beside the box. Only your actual changes are saved, so future default wording still flows through.

Item types defines the type picker on invoice lines. Each type has a name and a Billed as choice of Billed as service or Billed as product, which controls whether the line behaves like billable hours or a flat product line. Add rows with New item type; these labels then appear wherever you build line items.

Exporting a UBL e-invoice

Any invoice can be downloaded as a UBL 2.1 (EN 16931) XML e-invoice, the format many businesses and tax authorities require. Open the invoice and select e-invoice (UBL) in the header to download the file. Like every invoice surface, this is admin-only.

The same export is available to integrations over the public API at GET /api/v1/invoices/{id}/ubl, which returns the invoice as UBL 2.1 XML using a read-scoped API key. That lets an accounting system pull the e-invoice directly rather than a person downloading it by hand.