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Customize your invoice settings

Online payments If you go to Settings › Billing, you'll find billing settings on the left, and your invoice settings on the right. These options let you choose your net terms, how to bill jobs that cross rate-hours, picking your default sales tax, online payment options, etc. It also controls information you automatically show on invoices and line items.

Due-date, cross rates, and default tax

Customize your invoice settings In the "Payments are due within" field, enter the number of days by which an invoice's payment is due (net terms). When you publish an invoice, its due date will be set to today plus this number of days. This number can be as low as one week, and as high as 60 days. This number of days is also used in the aging report (a financial report that shows past-due invoices, broken down by customer), and the "Unpaid" invoice search.

Billing cross-rate assignments

In your agency settings, you chose the start of your daytime hours, evening hours, and night-time hours. When you created a rate, you could different amounts based on the time of day (among other modifiers). The "Cross-rate job billing" setting lets you control how Terpsy should behave when a job starts during one set of hours, and ends during another. Here's an example: an assignment that starts at 3pm and lasts until 9pm would likely cover both daytime hours and evening hours.

Invoicing an assignment across rates If you pick "bill at starting rate", the entire job will be billed at the rate for the hours during which it started (in our example, that would be daytime hours).

If you select "bill multiple rates", Terpsy would bill part of that job at your daytime rate, and the rest at your evening-hours rate (see screenshot). Terpsy will split a job at most twice. If a long job that spans over two sets of hours (like a surgery or a delivery), you should create two (or more) jobs for that same assignment.

Default sales tax / VAT

Choosing a default sales tax or VAT Terpsy supports multiple sales taxes and VAT: the "default applied tax" setting lets you optionally select a tax that will automatically be applied to invoices. Regardless of this choice, you can always pick, in the invoice itself, a different tax (or "no tax"). Also regardless of that setting, invoices generated for an organization you marked as tax-exempt will not include a tax. You can change the tax on an invoice after the fact.

Accepting online payments

Online invoice payments When customers view your invoices in their Account Manager, they will have the option to pay them online if you've set up payment processors in your settings.

To let them pay with PayPal, enter your PayPal email address in the "PayPal email" field. To let them pay your invoices directly by credit card, and you have a Stripe account, click on the "Configure Stripe payment settings" button. When the popup opens, enter your "publishable key" and your "secret key" in both fields, and click "Save your keys". You will find both keys in the API Keys page of your Stripe dashboard.

Invoice print settings

Customize envelope print settings Invoices are printer-friendly: by default, they will use the same layout as what you see on screen. This efficient layout saves paper, and works fine if you fax invoices, or if you mail them in a closed (windowless) envelope. But if you mail them in a windowed envelope, click on the "Customize envelope print settings" button. It will show a dropdown, which may look different by the time you read this. Select the windowed envelope you use from the dropdown, or click "We need another envelope format": if it's a standard format and we find the measurement info we need, we'll consider adding it to the list.

Default invoice content

Default content for new invoices The last three settings (buttons) control the information Terpsy will add by default on new invoices and in each of their line items. These, along with your rates' "line item description", make billing near fully automated. In other words, taking the time to configure them properly from the start will save you much more time in the future.

Default invoice header table

Default invoice header table Click on the "Invoice header table" button to optionally add headers to the invoice: each column that isn't blank will automatically appear on invoices, pre-filled with any content you want. At invoice time, you'll be able to customize the text displayed in each of these columns. Notice that the text auto-completes based on each line you entered as possible value - but you can enter any text you want in those fields.

Automatic second line-item description

Default second line item description The first line item description comes from the rate (if you supplied one in the rate). The default second line item description comes from this setting: click on the "Customize line item description" button. You can pick up to four pieces of information from the assignment to automatically insert as description - like the consumer name or identifier, for example. You'll see That same setting when you edit an organization: you can have a global, default setting, but that you can override it on a customer-by-customer basis.

Default customer note

Default invoice customer note By default, the customer notes field at the bottom of invoices is blank: if you want to automatically display some information in that field, click on the "Customize default customer note" button. Enter the default text you want to show, and click "Save changes". One agency mentions their minimum two-hour billing, and late fee policy. The default note will appear on all new invoices, but you can edit or remove its content.