Invoicing Setup
Before creating your first estimate or invoice, you need to configure three things: your invoice settings, tax rates, and product catalog.
Invoice Settings
Invoice settings control the branding and defaults used on all your documents.
You must configure at least your business name and email address before creating any estimates or invoices. The system will block document creation until these are set.
Required Fields
- Name — your business name, displayed on all PDFs and emails
- Email — contact email shown on documents and used as the reply-to address
Optional Fields
| Field | Description |
|---|---|
| Logo | Your business logo for PDFs and emails |
| Address | Business address shown on documents |
| Reply-to Email | Where customer replies are sent (defaults to your main email) |
| Default Terms | Standard payment terms, e.g., “Net 30” |
| Default Payment Instructions | Instructions shown on invoices, e.g., “Make checks payable to…” |
Document Numbering
Estimate and invoice numbers are auto-incremented. You can set the starting number for each in settings if you need to continue from an existing sequence.
Footer and Disclaimer Templates
You can create reusable footer templates and disclaimer templates in your settings. When building an estimate or invoice, select from your saved templates instead of retyping the same text each time.
Templates are snapshotted when added to a document — editing a template in settings later won’t change existing estimates or invoices.
Tax Rates
Tax rates define the taxes applied to your products and services. You can create multiple rates for different locations and product categories.
Creating a Tax Rate
Each tax rate has a name, percentage rate, and optional scoping:
| Field | Description |
|---|---|
| Name | Display name, e.g., “NM Sales Tax” |
| Rate | Percentage, e.g., 7.65 |
| Country | Optional — limit to a specific country (e.g., “US”) |
| State | Optional — limit to a specific state (e.g., “NM”) |
| Tax Category | Optional — limit to a specific product category |
If you omit country, state, and tax category, the rate acts as a universal fallback.
Tax Categories
Products are assigned a tax category that determines which rates apply:
| Category | Examples |
|---|---|
| Tangible Goods | Physical products, equipment, merchandise |
| Services | Consulting, professional services, labor |
| Digital Products | Downloads, ebooks, software licenses |
| Digital Services | SaaS, subscriptions, hosting |
| Food (Unprepared) | Groceries, raw ingredients |
| Food (Prepared) | Ready-to-eat meals, catering |
| Clothing | Apparel |
| Non-taxable | Exempt items |
How Tax Rates Are Applied
When calculating taxes on an item, the system follows this priority:
- If the product is marked not taxable — no tax is applied
- If the product has specific tax rates assigned — those rates are used
- Otherwise, the system matches by country + state, filtered by the product’s tax category
- Falls back to country-only rates, then default rates from your settings
This means you can set different rates for goods vs. services in the same state. For example, 7.65% on tangible goods and 5% on services in New Mexico.
Default Tax Rates
You can set default tax rates in your invoice settings. These are automatically applied to all new taxable products unless overridden.
Product Catalog
See Products for details on building and managing your product catalog.