Skip to content

Set up invoicing

The settings for quotes and invoices are under Settings → Accounting.

How documents look

Settings → Quote/Invoice Layout holds your layout sets. A layout set is a design for the PDF, plus the online payment settings that go with it. Most accounts need one; add more for different brands or kinds of work. Each quote and invoice is printed with the layout set chosen on it.

Editing the Neverland Home Services layout set: Layout Name, the Template tab with the HTML template in an editor and a Preview PDF button, and the list of variables — Invoice, Client, Client Custom Fields and Your Company — down the right

  • Add makes a new layout set from the standard design. Adding one needs Create Invoices.
  • Layout Name is how the set appears in the Layout list on a document.
  • Template is the design itself. Click a variable on the right to put it in — Line Items, Total, Invoice Number, Pay Now Button, the client's name and number, any of your client custom fields, and your company name. Changes save as you type.
  • Preview PDF shows the design filled in with sample values.

Online payments

Let clients pay invoices by card through Stripe or Paystack.

  1. Connect your Stripe or Paystack account under Settings → App Connections, and authorise it.
  2. In Settings → Quote/Invoice Layout, open the layout set and its Payment Gateway tab, and choose the connection.

The Payment Gateway tab of a layout set: a message to add and authorise a Paystack or Stripe connection first, then Webhook Secret, Requires consent before payment, Consent Text, SLA / Terms Link, Billing Webhook URL and Payment Webhook URL

Setting What it does
Webhook Secret The secret your payment provider gives you, so BaseCloud can trust its payment messages.
Requires consent before payment The client must agree to your Consent Text before paying.
SLA / Terms Link A link to your terms, shown on the payment page.
Billing Webhook URL Called when a client saves a new card.
Payment Webhook URL Called when an invoice is paid online.

Clients then pay from the invoice's payment link or its Pay Now button.

Settings → Invoicing Settings shows the same payment settings on one page, for your newest layout set.

Tax and currency

Under Settings → General:

  • Invoice prices are — whether the prices you type include tax: Tax exclusive, Tax inclusive or No tax. New documents and recurring invoices start with this; you can change it on each document.
  • Default Currency — the currency amounts are shown in.

Tracking categories

Tracking categories sort invoice lines for reporting — by department, region or job type — and carry through to Xero. Settings → Tracking Categories holds up to two, each with as many options as you need.

Settings → Tracking Categories: Department with the options Electrical, Heating & Cooling and Plumbing, and Region with South Side, Downtown and North Side, each with Add Option; a note that the maximum of 2 tracking categories is reached

Click Add Category, name it, and add its options. Once you have one, each line on a quote or invoice gets a column for it.