Stage 1. Settings


Main Settings

Go to System SettingsFinanceMain Settings:

In the User Access Settings tab, set the user access rights. Employees have access only to invoices and estimates. Administrators — to invoices, estimates, transactions, and financial reports.  

If you do not want employees to see other persons’ invoices, disable the Each user has access to all issued invoices option on the Settings tab. If you leave the option checked, then the employees will be able to view and comment on other persons’ invoices, but will not be able to make any changes.

Each user can record payments for invoices — enable this option if you want to allow your coworkers mark invoices as Paid. If you disable it, then only administrators of the Finance application will be able to do it.

Use invoice approval — when checking a box here, the system will offer you to appoint the person responsible for invoice approval. Enter an accountant or a CFO name. Note that the person responsible for approval must have the administrator rights of the Finance module.

Restrict changes to approved, to paid and sent invoices — we recommend checking this box if you do not want to have any confusion in the invoices.

Check "Create Transaction" option by default when recording payment for an invoice — disable this option if you do not plan to record the invoice transactions in the system. 

Send a "Thank you for payment" email to the customer when an invoice is paid — when processing the invoice payments or receiving an online payment, the email message will be automatically sent to the client on the payment received. 

Set an invoice number manually — if this option is enabled, an additional field appears in the invoice creation/editing window, where you can specify the number manually. By using this number you can track the invoice payment in the future. If you leave this field blank, then the invoice will be automatically assigned to the next number in the sequence.

Email Templates for Invoices

Email templates can be created in the System SettingsFinanceOrganizations. There are three templates of emails available:

  • sending an invoice via email;
  • sending the reminder about the payment;
  • sending the confirmation on payments received.

When creating a template, you can use the following variables: