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Invoice settings

Invoice settings control the default values and formatting for every invoice your company generates. Configure these once and every new invoice inherits your preferences automatically.

Navigate to Settings → Invoice Settings to manage these options.

Owner access required

Only users with the Owner role can modify invoice settings. See Roles and permissions for details.

Invoice prefix and numbering

Every invoice receives a unique number. You can customize the prefix and the system handles sequential numbering automatically.

Setting Description Example
Prefix Text prepended to the invoice number INV
Next number The next sequential number to be assigned 1042
Full format Prefix + number INV-1042

Changing the prefix

  1. Open Settings → Invoice Settings.
  2. Enter your preferred Invoice prefix (e.g., INV, FSM, or your company initials).
  3. Click Save.

Numbering is sequential

Invoice numbers always increment. You cannot reuse or reset the sequence once invoices have been generated. Changing the prefix does not reset the counter.

Default tax rate

Set a default tax percentage that is automatically applied to new invoices. You can override the rate on individual invoices when needed.

  1. Open Settings → Invoice Settings.
  2. Enter the Default tax rate as a percentage (e.g., 8.25).
  3. Click Save.
Example Tax rate Subtotal Tax Total
Standard 8.25% $500.00 $41.25 $541.25
Tax-exempt 0% $500.00 $0.00 $500.00

Tax-exempt invoices

Set the default to 0 if most of your work is tax-exempt, then add tax manually on individual invoices where required.

Payment terms

Payment terms define the due date relative to the invoice creation date. The selected term appears on every invoice and determines when the invoice becomes overdue.

Payment term Due date Best for
Due on receipt Immediately Walk-in service calls
Net 15 15 days after issue Small residential jobs
Net 30 30 days after issue Standard commercial terms
Net 60 60 days after issue Large contracts
  1. Open Settings → Invoice Settings.
  2. Select your preferred Payment terms from the dropdown.
  3. Click Save.

You can override payment terms on any individual invoice.

Currency

Set the currency used on all invoices. This determines the currency symbol and formatting displayed on invoice documents and the customer portal.

Currency Symbol Format
USD $ $1,234.56

Multi-currency support is planned

FSM Navigator currently uses USD for all invoices, payments, and financial reports. The currency selector in company settings is locked to USD. Multi-currency support is a planned future feature.

Default notes and terms

Add boilerplate text that appears on every invoice. This is useful for standard payment instructions, warranty disclaimers, or thank-you messages.

Field Where it appears Example
Default notes Body of the invoice "Thank you for your business!"
Terms & conditions Footer of the invoice "Payment is due within the terms stated above."
  1. Open Settings → Invoice Settings.
  2. Enter text in the Default notes and Terms & conditions fields.
  3. Click Save.

You can edit or remove these defaults on any individual invoice without changing the global setting.

Frequently asked questions

Can I change the tax rate on a single invoice?

Yes. The default tax rate is a starting point. When editing an invoice, you can adjust the tax rate or set it to zero for that specific invoice.

What happens if I change the prefix after generating invoices?

New invoices use the updated prefix. Existing invoices keep their original number and prefix — they are never modified.

Do these settings affect the customer portal?

Yes. Invoices displayed in the customer portal reflect your configured prefix, payment terms, tax rate, and default notes.

Can I have different payment terms for different customers?

The default applies globally, but you can override payment terms on each individual invoice to suit specific customer agreements.