Settings menu and workspace options

Settings has a menu on the left in five groups:

Owners and admins can change organization settings; every member can change My account.

Outgoing invoices

• Document templates: templates you saved from the editor (Templates → Save as template) for invoices, quotes and order confirmations. Click the star to make one the default: it is applied automatically to every new document of that kind. Delete templates you no longer need.
• Document Numbering: the number series for every document kind, plus the customer and item number series (see Invoice numbering).
• Reserve invoice numbers for drafts: on by default, a draft takes the next number when saved. Switch it off and drafts get a temporary DRAFT-… number; the real number is allocated when you validate, so deleted drafts never leave gaps. Invoices created through the API follow the same rule.
• Allow manual document numbers: off by default. Invoices, credit and debit notes, proformas, quotes and other documents then always take the next number of their series, in order; the number field in the editor is read-only (shaded) and a new document gets the next number when you save it. Switch it on to let members who can edit invoices type a number; the series continues after it. Imports and the API supply their own numbers either way, and customer numbers are not affected.
• Links to the default payment term (Tax & currency) and to the Delete invoices permission (Team). Issued invoices can never be deleted.

Designs & texts

• Letter-style texts on invoices: the switch Show salutation, introduction and closing text on new invoices is off by default, so a new invoice shows only the subject line above the lines. Switch it on if you write to customers in letter form. For a single invoice you can still turn the texts on under Fields in the editor; existing invoices keep their own setting, and quotes and letters are not affected. Designs, text presets and custom fields are described in Document designs and text presets.

Products

• Update inventory when an invoice is issued: tracked items lose stock when a tax invoice is validated. Test documents and credit notes never change stock.
• When stock would go below zero: Allow (silently), Warn (the editor lists the short items when you validate) or Block (the invoice cannot be issued while tracked items are short).

Contacts

• Allow duplicate customer numbers: off by default, so a customer number belongs to one contact. Turn it on when several contacts share an account number from your accounting system.
• Terminology: choose the words for the people you invoice (Customer, Client, Buyer or your own) and the people who invoice you (Supplier, Vendor, Seller or your own). See Customer and supplier terminology.
• The customer number series (template and counter) is shown with a link to Outgoing invoices → Document Numbering, where you change it.

View

Hide sections removes modules you do not use from the menu and related buttons for everyone in the organization: proformas, quotes, order confirmations, cover letters, reminders, recurring invoices, projects, incoming invoices, items, VAT return, bank and approvals. Nothing is deleted, the pages still open from a link, and the API is not affected. A document that already uses a hidden feature (for example a project) keeps showing it.

My account

Personal settings that apply only to you:

• Send me a copy of every document I send pre-ticks "Send me a copy" in the send dialog.
• Notifications: choose which groups appear in your notification bell (reported invoices, failed submissions, approvals, incoming invoices, overdue invoices, connector and bank syncs). Other members are not affected.

Related

• Email templates and document dispatch
• Invoice numbering
• Customer and supplier terminology
• Users and roles