Your profile is who you are. Invoice Settings is what goes on the Invoice — what you bill for, how people pay you, and how the page looks.
It is four tabs in one screen, and three of them matter on day one. Ten minutes here and every Invoice you raise afterwards fills itself in correctly.
User Settings › Accounting Settings › Invoice Settings. The tabs across the top are Charge Types, Payment Types, Custom Invoice and Payment Processing.
These are the lines that appear on an Invoice. Give each one a name and a default amount, so you are not retyping the same figure every month.
If you are using the accounting, there is a third field: the revenue account this Charge Type posts to. Set it once and the Invoice files itself in your books — no second entry, nothing to reconcile.
If you are not using the accounting, leave that field alone. The Charge Type still works; it just does not post anywhere.
Build a handful to start with. Services, supplies, whatever you actually sell. You can add more whenever a new kind of work turns up.
e-Transfer, cheque, card, cash. Each one can point at the bank account the money lands in, again only if you are using the books.
Record a Payment against an Invoice and it posts to that account by itself.
Your logo and where it sits on the page. Left flush puts it beside your company name; centre top puts it above, with your name and address underneath.
A default note that appears on every Invoice — the natural place for your e-transfer address or a thank you.
And your starting Invoice and Quote numbers. Leave them blank and numbering is automatic, dated, like MI20260816.
This tab holds two sets of settings, and the difference matters.
Run one business and the default is all you will ever touch.
Set Charge Types before you invoice in volume. Retrofitting the revenue account across a year of Invoices is the kind of job nobody does.
Put your payment instructions in the default note. It is the single most effective thing you can add to an Invoice. People pay faster when they do not have to ask how.
Three or four Charge Types, not twenty. Start narrow and add as the work demands it.
Leave the numbering automatic unless you are migrating. If you are coming from another system and need to carry on from Invoice 1042, set the starting number. Otherwise the dated format is easier to search.
Check it on a real Invoice. Raise one to yourself and look at what arrives.
This screen is what makes Send Your First Invoice quick rather than fiddly. The Charge Type carries the amount and the account; the Payment Type carries the bank account; the Custom Invoice settings carry the branding. By the time you raise an Invoice, the decisions are already made.
It also sits alongside Set Up Your Business Profile. Your profile holds your Brands, address and footers. Invoice Settings holds everything else the Invoice needs.
The revenue account list is empty. Pick a Business Entity first — the accounts belong to an entity, so the list cannot populate until it knows which.
My Charge Type does not appear on the Invoice. Check it is marked Active, and that it belongs to the entity the Invoice is raised against.
The logo is not showing. The logo is set per Business Entity. Setting it on one does not set it on the others, and the no-Entity default is separate again.
My Invoice numbers restarted. Entity and no-Entity Invoices number independently. That is deliberate, but it surprises people.
I do not use the accounting side. Then leave every G/L field blank. Charge Types and Payment Types work perfectly well without them.
No. You can type a description and an amount on the Invoice itself. Charge Types just stop you retyping the same thing.
Leave the G/L fields blank. Nothing else changes — you still get Invoices, Payments and PDFs.
Yes. Custom Invoice is set per Business Entity, so logo, note and numbering can all differ.
Invoices raised without choosing an entity. If you only run one business and never pick an entity, this is the set you are actually using.
Yes, but think before you do. Numbering that jumps around is harder to reconcile and harder to explain to an accountant.
It adds a “Pay online” link to new Invoices by default. It needs Helcim set up on the Payment Processing tab first, and you can still switch it on or off per Invoice.
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