Invoicing & Bills Settings

• Invoicing details
  • Allow mass invoicing
• Default note on invoices
• Default Invoice Row Groupings
• Corporate Invoicing of Hours
• Extra fields in invoice footer
• Delete and revert invoices
  • Return an Invoice to Pending Status
  • Delete Invoice
  • Delete Draft Invoice
• Default recipient of purchase invoices
• Bill Targeting to Costs (used in some integrations)
• Assign Bills as Expenses
• Allow Editing Imported Bills
• Currency Settings (add-on)

In the settings, you define all settings related to sales and purchase invoices, and you can also delete and restore invoices if needed.
If you are using financial management integrations, you can modify the related invoicing settings under Settings > Integrations.

Permissions: Admin
PSA plans: Free*, Growth, Business, Enterprise, Enterprise+

* Not all invoicing features are available in the Free version.

Invoicing Details

Sales invoicing uses the default settings defined here, such as VAT and payment terms, but you can adjust these selections on a per-invoice basis.
Additionally, some settings can be defined at the project or customer level, in which case they will be inherited by invoices related to that specific project or customer (e.g., customer-specific extended payment terms).

Fill in the following fields:

In addition, you can activate following:

Default Note on Invoices

You can define a default message, i.e., additional text, that will automatically appear on all sales invoices in the <InvoiceFreeText> field of the invoice data. The general default message can be overridden in the project-specific invoicing settings or manually edited on individual invoices if needed.

Default Invoice Row Groupings

You can define the default grouping used to organize different types of materials from the invoice data into line items on the sales invoice.
The default grouping can be overridden in the project-specific settings as well as on individual invoices.

Corporate Invoicing of Hours

If you are using the Enterprise+ multi-company setup, define whether it is allowed to invoice not only the hours of your own employees but also the hours of users from other companies or freelancer users.

If you are using any other PSA plan, define whether it is allowed to invoice not only the hours of your own employees but also the hours of freelancer users.

Extra Fields in Invoice Footer

You can define up to two extra fields to be shown on sales invoices' footer after company address details. 

The extra fields will be shown on the invoice footer after the sender's address information. 

Delete and Revert Invoices

Return an Invoice to Pending Status

If you want to return a sales invoice that has already been sent or transferred to an interface back to Pending status, you can do so from the settings (or from the sales invoice list), after which you can make the necessary changes to the invoice.
Note: Not all integrations support resending a modified invoice back to the interface.

1. Go to Settings > Feature Settings > Sales and Purchase Invoices > Delete and Restore Invoices

2. Enter the invoice number in the Invoice > Invoice Number field

3. Click Revert.

Delete Invoice

If you want to delete a sales invoice completely, you can do so through the settings (or from the sales invoice list).
Note: A deleted invoice cannot be restored. When deleted, the invoice number also becomes unavailable for future use.

Delete Draft Invoice

Draft invoices are used as invoice drafts, meaning they do not have an official invoice number but instead a separate draft invoice series number. Draft invoices can either be saved as official invoices or deleted entirely if needed.

1. Go to Settings > Feature Settings > Sales and Purchase Invoices > Delete and Restore Invoices

2. Enter the draft invoice number in the Draft Invoice > Draft number field

3. Click Delete.

Default Recipient of Purchase Invoices

You can define a default recipient for purchase invoices. This recipient will be assigned to incoming purchase invoices from the integration if no other person is specified in the invoice data.

Bill Targeting to Costs (used in some integrations)

You can define a default status for bills received via the integration. Invoices will be automatically set to this status for further processing.

Assign Bills as Expenses

You can define whether purchase invoices are shown as expenses based on the invoice date or the accounting date.
Using the accounting date allows you to allocate expenses to a different month than the invoice date.
If accounting date is selected but not provided on the invoice, the invoice date will be used instead.

Allow Editing Imported Bills

By activating the setting, you enable the possibility to edit rows on bills that have been imported from an integration. As a default the setting is disabled and rows are not editable. 

Note! The bill data received in PSA may include fields or information that do not have a corresponding field in the PSA bill view. In such cases, sums may change when the invoice is opened in edit mode. Notifications about this possibility have been implemented in the program to ensure that the person editing the bill verifies the final amounts of the rows.

Currency Settings (add-on)

If you are using the currency add-on with PSA, you can find the currency settings on another tab. Read more from Invoicing in other currencies (add-on).