Invoice Basic Settings

The invoice settings allow you to customize your invoices precisely according to your business requirements and legal regulations. Whether you want to include your logo, correctly display VAT, or adjust the QR code for digital receipts – here you will find all available options at a glance. In this overview, we show you where to find the settings and what customization options are available.

How to access the invoice settings

  1. Log in to the Admin Dashboard.
  2. Click on Settings (gear icon) in the top right corner.
  3. In the left sidebar, under Basic Settings, click on Invoices.

You are now in the invoice settings. The options are organized into two tabs: Settings (for general options) and Layout & Display (for formatting your invoice).

Basic Settings → Invoice

Tab "Settings": General Options

In the Settings tab, you will find basic parameters for your invoices:

General

  • Standard invoice due date: Set how many days after the invoice is due (e.g., 30 days).
  • Pricing basis: Choose between net and gross.
  • Invoice text: The text that should be printed by default on every invoice.
  • Activate referencing external invoices/honorarium notes: Enables linking with external invoicing documents.
  • Standardly charge VAT despite invoice reference: Controls whether VAT is calculated even for reference invoices.
  • Activate standard VAT invoice:
  • Difference taxation: Activate this option for transactions with difference taxation (e.g., used goods trade).

Printing

  • Print merchant receipt by default for card payments: Determines whether a merchant receipt is automatically printed for card payments.
  • Print standard invoice copies: Defines whether zero, one, or two copies of an invoice are automatically printed.
  • Print invoices by default: This setting should remain activated so that invoices are issued automatically.

E-Invoice

  • Attach XML to PDF for e-invoice compliant format: Activate this option if you want to send electronic invoices in XML format.

Tab "Layout & Display": Invoice Formatting

Here you can individually customize the layout of your invoice. The formatting options are divided into four areas:

Set which information appears on the invoice:

  • Time: Show the time of invoice creation
  • Logo: Display your company logo on invoices
  • Logo width in pixels: Adjust the size of your logo (e.g., 400 pixels)
  • Customer country: Print the customer's country on the invoice
  • Customer phone number: Display the phone number under the customer address
  • Customer date of birth: Display the date of birth under the customer address
  • Customer notes: Display customer notes under the customer address
  • Print recipient placeholder on VAT invoice (hospitality receipt): Prints empty placeholder lines if no recipient is known

Main Body

Set which information appears on the invoice:

  • Sort invoice items by: Choose the sorting order (product type, product name, or input order)
  • Unit of measure
  • Product description
  • Order comment
  • Article number
  • Delivery date
  • Tax rate in product line
  • Product group before product name
  • Show 0% VAT
  • Center invoice text

Set which information appears on the invoice:

  • Employee name on invoice: Choose between no name, first name only, or full employee name.
  • Your company email address: Display your company's email address
  • Phone number: Display your company's phone number
  • ready2order footer: Display the ready2order notice in the footer

QR Code

The QR code on your invoice allows customers to quickly retrieve digital receipts. Here you can make the following adjustments:

  • QR Code title: Customize the label of the QR code.
  • QR Code content: Define the content of the QR code
  • QR Code footer: Add additional information below the QR code (Default: "QR Code footer")
  • Size: Determine the size of the displayed code on the invoice

QR code for bank transfers on the invoice

If you want to offer your customers a QR code for paying by bank transfer, use the payment QR code. You switch it on per payment method under Products > Payment methods. It appears as its own section on the PDF invoice, prefilled with the account holder, IBAN, payment reference and amount.

Note: The QR code described above, in the footer, is a different thing. It is there for the digital receipt and is replaced by the legally required fiscalization or signature code once the TSE (Germany) or the signature (Austria) is active.
Tip: You will find the full guide in the article How can I show a payment QR code on my invoices?
Tip: Experiment with different options to find out which layout best suits your business. You can print a test invoice at any time to check the result.
Note: Changes to the invoice settings only affect newly created invoices. Already issued invoices remain unchanged.

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