Invoice settings
How your invoices look, how you get paid, and how much SME AI Office chases for you. Set it up once; every invoice, quote, receipt and email follows it.
Screenshots use a fictional business and figures. Select an image to view it full size.
Where things are: in the Back office, Invoices has tabs along the top: Invoices, Quotes, Repeat, Reports, Service menu and Settings. Inside your Business (F&B, Retail, Personal Coach and the rest), each of these is its own row in the sidebar under Money: Invoices, Quotes, Repeat invoices, Invoice reports and Service menu. Invoice settings is under Set up. Same screens either way.
Go to Invoices, then the Settings tab. Each section has its own Save button.
Your look
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Under Your look, upload your Logo and, if you like, a Signature. Pick your Colour, and fill in your Address, Phone and Email on invoices. Replies to your invoice emails go to that email.
The Preview shows the top of an invoice as it will look. Press Save your look.
Your logo and colour on every invoice, quote and email.
Your business name and GST registration number come from your profile in the main Settings, not from here.
Payments
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Under PayNow by, choose UEN, Mobile number, PayNow VPA or NRIC, and type the number. It is checked when you save, so a mistyped number is caught before it reaches a customer. It is one PayNow for your whole business: the same number is used on your bookings, shop, F&B, Retail and membership fees, and changing it here changes it there. One PayNow for everything
Using a VPA? Add a Backup UEN for customers whose banking app cannot pay one. Add your Bank transfer details too, for anyone who prefers a transfer.
Your PayNow UEN goes into every invoice’s QR. Bank with Aspire? Under PayNow (via Aspire), press Turn on PayNow (via Aspire) and paste the Client ID and API key you made in your Aspire account (read-only, Transactions: Read). Payments into it are then recorded on your invoices by themselves. It is one setting for your whole business, shared with Bookings and Shop, and free on every plan. The full steps · Open an Aspire business account
Numbers and defaults
- Invoice prefix and Start numbering at. Moving from another system? Start after your last invoice number. Once your first invoice exists the starting number is fixed, because numbers must run in order with no gaps.
- Separate prefixes for quotes, pro-formas and credit notes.
- Under Defaults: your Payment terms, how many days Quotes are valid for, the Notes put on every new invoice, and small print at the foot of every document. You can still change them on each invoice.
Reminders and late fees
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Under Reminders, answer Should SME AI Office chase unpaid invoices for you?. Choose Yes, email reminders, then tap the days: before it is due, On the day it is due, and once it is late. The sentence underneath reads your schedule back. Press Save.
Three days before, on the day, then 3, 7 and 14 days late. Under Late fees, choose No late fees, A percentage or A fixed amount, and after how many days. It is only ever suggested on an overdue invoice; you add it yourself.
Approval, receipts and alerts
- Approval: switch on Team members need my approval before an invoice goes out. You and any co-owner never need it. Only the owner can change this.
- Receipts & alerts: whether a receipt is emailed when you record a payment, and which Telegram alerts you get, such as when a customer says they have paid or an invoice goes overdue. Telegram has to be connected in your main Settings first.
Email and WhatsApp wording
Under Email wording, open any email and change the Subject, Heading and Message. Words in curly brackets, such as the customer’s name, are filled in for you. The invoice details, the button and the small print are always added and cannot be removed. Press Send this to me to see it in your own inbox, or Back to suggested to undo your changes.
Under WhatsApp wording, change the message that opens when you send an invoice, a reminder, a quote or a statement by WhatsApp.
Questions
Why do my emails say “via SME AI Office”?
They are sent from an SME AI Office address in your business’s name, so they reach inboxes reliably. When your customer replies, it comes to your email.
Should I use my NRIC for PayNow?
Most people should not. Your NRIC is printed inside every QR code you send. Use your mobile number instead.
Next: Make and send an invoice · ← Invoicing