Configuring Invoices

To access the Invoice Settings page, via Settings click on Invoices. There are four tabs, as described in this page.

• Invoice Settings
• Invoice Layout
• Draft Invoice Settings
• Projected Invoice Settings
  
  
  

Invoice Settings

Next Invoice Number: To configure the Next Invoice number, enter your starting invoice number in the box.

Show Shipping Address: If you want the Shipping Address to appear on invoices, toggle option to ON.

It will include the Shipping Address details on invoices.

Roll Up Taxes: This option allows you to have all taxes rolled up into a single line item on the Invoice or show each Tax line individually.

Sample of Taxes where Roll up taxes is turned ON 

Sample of Taxes where Roll up taxes is turned OFF

Roll Up Discounts: This option allows you to have all of the discounts for all products and plans on the invoice to be rolled up into a single line item at the bottom of the invoice. The default is Off, which will show each discount in-line with the corresponding product. The rolled up discount amount is always shown as a dollar amount, even if the underlying discounts were based on percentages.

Sample of Discounts where Roll up Discounts is turned OFF  (body of invoice)

Sample of Discounts where Roll up Discounts is turned ON (bottom of invoice)

Invoice Note: The Invoice Note section allows you to enter text that will appear by default on all invoices generated across your Fusebill customer base. If you have one-time or physical goods that you have configured to Purchase outside of a Plan, this option allows you to change what the label on the Purchases section of the Invoice will be.

Purchase Label

If you have one-time or physical goods that you have configured to Purchase outside of a Plan, this option allows you to change what the label on the Purchases section of the Invoice will be.

Sample of how it will appear on Invoice

Unique Customer ID to show on customer box: Use this option to control which unique ID (if any) that you would like to include on the invoice. You can choose to use your own Customer ID (if you have one), Fusebill's unique ID, or None.

Use of Customer or Fusebill ID on Invoice

Use of option "None"

Show Tracked Quantities On Invoices: You can choose whether or not to show tracked items on your invoices (default is OFF). When you turn this option ON, you have a few other options, as shown below:

• Choose whether to display the tracked items Inline or on a Separate Page.
  • Inline will show each set of tracked items below its corresponding charge item. This is usually the best option for customers who have only a few tracked items per product (e.g. less than 20).
  • Separate Page will show all tracked items on a separate page (or pages) from the main invoice. They are summarized by product/charge item. This is a better option for customers who have lots of tracked items per product.
• You can also choose which tracked items fields to show in the summary, and you can customize the label for each field.
• Override Tracked Item Page - this is the label that will show at the top of the separate page
• Override Main Invoice Message - this is the text that will show at the bottom of the main invoice to indicate that the tracked items are on a separate page

When you have made all required changes, click Update to save changes.

Invoice Layout

Style: There are two styles of invoice layout you can use.

• Standard: The Standard layout is suitable for most types of invoicing, particularly if you are using online methods such as email to send invoices to your customers.
  

• Envelope: The Envelope layout is set up to ensure that the address information fits into the windows of a standard size 10 double-window envelope. (If you are using a single window envelope, the destination address should be visible within the single window).
  Here are recommended envelope specifications:

  • #9, 3-7/8" x 8-7/8"
  • Top Window Size: 1-1/4" x 3-1/2"
  • Top Window Placement: 5/8" left, 2-1/4" bottom
  • Bottom Window Size: 1" x 4"
  • Bottom Window Placement: 5/8" left, 5/8" bottom

  This layout is organized so that your customer's name and address show in the destination window at the bottom, and your company information shows in the origin/return address window at the top. You would use this layout if you intend to send your invoices to a printing service (or print them manually) to mail them to your customers.

  The white boxes on the layout show you the visible portion of the invoice; that is, what will show in the windows. You can customize the HTML markup however you would like, just keep in mind that whatever is outside the white boxes will not be visible through the envelope.
  

Signature: To modify the invoice signature, use the included HTML Editor to add, modify or delete the default information. The default merge fields capture the data entered under the Contact section. With the simple HTML Editor, you can add images, hyperlinks, bulleted lists, or change the way the font looks.

Once you have finished the modifying the changes, you can use the Preview button to see how it looks with the merged data.

Invoice Fields: For either layout above, you can choose which fields are shown in the summary section of the invoice. For example, if you do not use PO Numbers in your business, you can turn that field off and it will not be displayed. All of the fields are optional, so if you turned them all off you would have no summary at all.

The fields available are as follows:

• Opening Balance: This is the balance owing (or on deposit) at the time that this invoice was posted. It does NOT include any charges that are on the current invoice.
• Closing Balance: The Opening Balance plus the charges on this invoice.
• Invoice Number: The incremental number as defined by the system (using your starting number).
• Invoice Amount: The total amount of charges on this invoice.
• Posted Date: The date this invoice was posted. This field will always be blank on a Draft invoice.
• Due Date: The date the payment for this invoice is due. If your customer is on Net 0 terms, this date will be the same as the posted date; otherwise, it will be the date their terms become due.
• Terms: The number of days until the invoice is due.
• Status: Whether the invoice is Due, Overdue, etc. based on the amount owing and the net terms.

The Opening and Closing Balance fields are never included on a Projected Invoice, even if they are configured here.

Draft Invoice Settings

This screen allows you to set some options that pertain only to Draft Invoices.

Include Watermark on Draft Invoice: You can enable this if you would like a watermark to appear on the invoice so that it is clear to your customer that it is not a "final" invoice.

Draft Invoice Title: You can also change the label of the Draft Invoice to match your business terminology. This label appears at the top of the invoice both online and in the PDF. For example, you can customize this label and use the word "Quote" if you'd like to send a draft invoice to a customer ahead of their purchase.

Projected Invoice Settings

This screen allows you to set some options that pertain only to Projected Invoices.

Include Watermark on Projected Invoice: You can enable this if you would like a watermark to appear on the invoice so that it is clear to your customer that it is subject to change between now and the time the invoice is actually posted.

Projected Invoice Notes: These are notes that only appear on a Projected Invoice, and can be different from those on a posted invoice. In the example above, we have clarified that the tax calculations could change between now and the time the invoice has been posted.

Projected Invoice Label: You can also change the label of the Projected Invoice to match your business terminology. This label appears at the top of the invoice both online and in the PDF.