Invoice

As the name suggested, this part is related to the invoice setup. Everything setup on this page will appear in customers' invoices. The tab consists of two sections Email Settings and Default Invoice Settings.

View Invoice Settings

You can access the invoice settings section by going in to Invoice tab shown below.

Email Settings

Sending email from you own mail server

These are optional fields. In case the user would like to send email to customers by your own mail server, please fill out SMTP information. If any of four required fields; SMTP Port, SMTP Server Domain, SMTP Username, and SMTP Password is empty, email will send from instant-Billings "[email protected]" as default.

Email Address

The email address use for emailing the customers. This is a required field, so if there is no email setup the system will use instant-Billings' mail instead.

Sender Name

Sender name told the customers that whom this invoice is sending from. Enter business name or person in charge of contact customers.

Subject Email

Users can customize the subject email for each of the invoices' status according to your needs.
An example of the custom subject email:

Footer Message

Customize footer of an email.

Default Invoice Settings

Invoice Prefix

Here, the user can set a default invoice prefix. If the invoice prefix isn't set, the system will use INV-### where ### is the running number. Invoice prefix is not only useful when generating an auto invoice number, but also when grouping and sorting invoices. Here are some examples of common use prefix, "INV/", "20170801-", "THBKK-BR01-", etc.

To understand how to use the invoice prefix, please refer to the image below:

(1). Show/Hide possible keywords

Users can find out which keyword are available to use by clicking on the ? icon as seen on (1). Clicking on this displays the table on the right which list all possible keywords, shown in (3), that the user can use to create their own customized invoice prefix.

(2). Formatting the invoice number

If the user want to use a keyword in the prefix, for example, include the year in the prefix. The user has to enter [YY] or [YYYY] which will display 17 or 2017, respectively.

DO NOT FORGET TO ENCLOSE SQUARE BRACKETS ([ and ]) AT THE BEGINNING AND ENDING OF EACH KEYWORD

(3). Keyword Table

Includes the list of all possible keywords that the user can set in the invoice prefix.

(4). Checking the validity of the invoice prefix

Once the user is satisfy with the custom invoice prefix, te user can check whether the prefix is valid or not by pressing Check, shown in (4). The result will be shown to the right, where the user can check if the keywords are displayed correctly.

Terms and Conditions

Users can set the default text to display in the Terms and Conditions of every invoice by changing the displayed text here.

Display Currency

At the moment, the system will only display Thai Baht (THB).

Charge Currency

At the moment, the system supports charging in Thai Baht.