Invoicing Settings
Set invoice defaults, year-based numbering, agency fee, agency tax ID, and branding display for invoice previews and PDFs.
Use Settings > Invoicing to control the defaults NowRep applies when your team creates invoice drafts. These settings help keep invoice terms, taxes, year-based numbering, agency details, and PDF branding consistent across your account.
Accessing Invoicing Settings
- Go to Settings > Invoicing
- Update the defaults your agency wants to use
- Click Save changes
Invoicing settings are available when your account has the Billing Module enabled and your role includes permission to manage invoicing settings.
Payment Defaults
Payment defaults fill new invoice drafts automatically. You can still edit them on an individual draft before saving or sending.
| Setting | What it controls |
|---|---|
| Payment terms | The default due-date rule for new drafts. Options include Due on receipt, Net 7, Net 14, Net 30, Net 60, Net 90, and Custom due date. |
| Default currency | The default supported currency used for new invoice drafts and reporting context. |
| Tax mode | Whether invoice tax is added to listed prices or included in listed prices. |
| Tax label | The label shown for tax in the invoice totals area. |
| Line tax rate | The default tax percentage applied to new standard line items. |
If no custom settings have been saved yet, NowRep starts from Net 30 payment terms, USD currency, tax-exclusive pricing, and the label Tax. Currency fields use NowRep's supported invoicing currency list.
When booking or rate-card source amounts use a different supported currency from the invoice currency, NowRep resolves exchange rates from the FX cache or the current provider. The editor warns before save when conversion is required. Draft save can continue with a warning, while generated PDF preview, Generate, and Send are blocked if the needed exchange rate is stale or missing. Saved drafts store the resolved exchange-rate snapshot and converted line totals. Editing the draft recalculates the snapshot from the edited issue date, currency, and line items.
Numbering
The numbering section controls whether NowRep starts a fresh sequence each calendar year. Prefixes are system-owned for audit consistency: invoices use INV-, and credit notes use CN-.
| Setting | What it controls |
|---|---|
| Reset numbering each calendar year | Starts a fresh yearly sequence when invoice numbers are allocated in a new calendar year. |
Invoice numbers stay provisional while you preview a new draft. The number is allocated when the draft is saved.
Line Items and Text
Use the line-item defaults to speed up common invoice setup.
| Setting | What it controls |
|---|---|
| Agency fee percentage | The default percentage used when someone clicks Add agency fee in the invoice editor. |
| Default terms | Reusable terms text added to new invoice drafts. |
| Notes footer | Reusable client-facing notes added to new invoice drafts. |
Default terms and notes appear in the invoice preview and generated PDF. Edit the draft directly when a specific invoice needs different wording.
Invoice Email Defaults
Invoice email defaults prefill the composer when a manager sends or resends an invoice. The sender can still edit these values for a specific delivery before sending.
| Setting | What it controls |
|---|---|
| Default invoice email subject | The subject template used when opening the Send Invoice or Resend Invoice composer. Supports {{invoiceNumber}}, {{accountName}}, and {{clientName}}. |
| Default invoice email body | The starting message in the invoice email composer. |
| Invoice email signature | Read-only in Invoicing settings. Invoice emails use the centralized Email Signature / Footer from Settings > Email. |
Use Settings > Email to update the shared agency email signature/footer used by invoice emails and other account emails.
Agency Details and Branding
Agency details are used in the invoice header shown in previews and generated PDFs.
| Setting | What it controls |
|---|---|
| Agency tax ID | Your agency tax or registration number. When present, it appears with your agency identity on invoice previews and PDFs. |
| Display mode | Which brand assets to show: logo and icon, logo only, icon only, or text only. |
Brand images come from your team account branding. Choose Text only when you want invoices to show the agency name without brand images.
Related Pages
- Invoicing Overview - Current invoicing capabilities
- Creating Invoices - How defaults appear on new drafts
- Line Items and Preview - Agency fees, tax, terms, notes, and PDF preview
- Roles & Permissions - Control who can access invoicing features