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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 numbering

Every invoice receives a unique number, and the system assigns the numbers in sequence automatically. Invoice numbers always increment: you cannot reuse or reset the sequence once invoices have been generated.

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

USD only

FSM Navigator® uses USD for all invoices, payments, and financial reports. The currency selector in company settings is locked to USD.

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.

Automatic invoicing on completion

Auto-create Invoices on Completion lets FSM Navigator raise the invoice for you when a job finishes, instead of someone doing it by hand. It is off until you turn it on.

It is deliberately narrow. An invoice is created automatically only when the customer holds a service agreement that is currently in force, or the job was converted from a signed quote that is waiting to be invoiced — both are figures that were agreed in advance. Work billed on parts and labor still goes to a person who can check the figures before it reaches the customer. Jobs that belong to a work order are left alone too, because those are invoiced from the work order.

Turning it on

  1. Open Settings → Invoice Settings.
  2. Switch on Auto-create Invoices on Completion.
  3. Click Save.

Underneath the switch you will see the current state:

What it says What it means
No start point recorded yet Nothing has been invoiced automatically. A start point is recorded the first time the feature runs after you switch it on.
Recording since <date and time> Automatic invoicing has been live since that moment, shown in your company's time zone.

Your existing work is never touched

This is the part worth understanding before you switch it on.

Only work completed after the start point is invoiced

Turning this on does not reach back through your history. FSM Navigator records a start point the first time it runs with the feature enabled, and that first run issues nothing at all. Jobs you completed last week, last month or last year are never invoiced automatically — they stay available to the Generate button, where a person decides.

The same protection applies if you change your mind. Switching the feature off clears the start point, so turning it back on later records a new one. Work that finished while the feature was off is not swept up when you re-enable it.

What else to expect

  • A completed job settles for 30 minutes before it is invoiced, so a technician can still attach photos, correct their hours or add parts after marking the job done.
  • A job that already has an invoice is never invoiced twice.
  • A job the automatic run skips is not lost — it stays on the Ready to invoice list for you to raise by hand.

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.

Do these settings affect the customer portal?

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

I turned on automatic invoicing — why has nothing been invoiced yet?

Two things are worth checking. First, only work completed after the start point counts, so there may be nothing eligible yet. Second, the customer needs a service agreement that is in force; jobs billed on parts and labor are invoiced by hand on purpose.

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.