How to Configure Invoice Settings in CrmLeaf
All editions. Core feature - no add-on required. The order dispatch workflow preset configured here affects the Orders and dispatch screens.
Availability: All editions. Core feature - no add-on required. The order dispatch workflow preset configured here affects the Orders and dispatch screens.
Overview
Invoice settings control how every invoice in your account is numbered, when it falls due, how its PDF looks, and which sequence an order follows between dispatch, invoice and payment. Setting these once means Users do not have to decide them per invoice.
How It Works
You configure the settings once for the company. Every invoice raised afterwards inherits them, and the dispatch workflow preset determines when dispatches and invoices are created for orders.
Open settings → Set numbering & due days → Select PDF template → Choose dispatch workflow → Save
- The numbering prefix is applied to invoice numbers.
- The due-after days value sets how long after the invoice date payment is due.
- The PDF template controls the appearance of the invoice document sent to clients.
- The order dispatch workflow preset selects one of three documented sequences for orders.
Who Can Use This Feature?
Administrator
- Set the invoice numbering prefix.
- Set the due-after days used to calculate invoice due dates.
- Select the invoice PDF template.
- Select the order dispatch workflow preset for the company.
This functionality is available only to Administrators.
Prerequisites
- Your company profile and branding should be configured so the invoice PDF reflects your organisation.
- Currencies and tax rates should be configured before invoices are raised.
- You should know which order sequence your business follows before selecting the dispatch workflow preset.
For Administrators
Step 1: Open the invoice settings area
What to do: Open the invoice settings area for your company.
What to verify: You are editing settings for the correct company if your account has more than one.
Step 2: Set the numbering prefix
What to do: Enter the prefix to be applied to invoice numbers so your invoices carry a consistent, recognisable reference.
What to verify: A newly created invoice uses the prefix you entered.
Step 3: Set the due-after days
What to do: Enter the number of days after the invoice date that payment becomes due. This value is used to calculate the due date on new invoices.
What to verify: A new invoice shows a due date consistent with the value you entered.
Step 4: Select the PDF template
What to do: Select the PDF template used when an invoice is downloaded or sent to a client.
What to verify: Select Download on an invoice and confirm the PDF uses the selected template.
Step 5: Choose the order dispatch workflow
What to do: Select the preset that matches how your business fulfils orders:
order_dispatch_invoice_payment- the default. A dispatch is created automatically when the order is placed, and the invoice is generated from the dispatch.order_invoice_payment_dispatch- the invoice and payment come first, and the dispatch is created automatically on payment.order_invoice_dispatch_payment- the invoice is required first, and the dispatch is created automatically on the invoice.
What to verify: Place a test order and confirm the dispatch and invoice are created at the stage you expect.
Step 6: Save the settings
What to do: Select Save.
What to verify: Re-open the settings area and confirm every value has persisted.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Numbering prefix | The prefix applied to invoice numbers. | Yes |
| Due-after days | The number of days after the invoice date that payment is due. | Yes |
| PDF template | The template used for the invoice PDF sent to or downloaded by clients. | Yes |
| Order dispatch workflow | The sequence orders follow across dispatch, invoice and payment. One of three presets. | Yes |
Expected Result
New invoices are numbered with the configured prefix, carry a due date derived from the due-after days, and produce a PDF using the selected template. Orders follow the selected dispatch workflow preset, with dispatches and invoices created at the configured step.
Service Organisation Context
For a service organisation the value here is consistency across engagements rather than the fulfilment sequence. The due-after days value applies the firm's standard payment terms to every invoice, so terms do not drift between consultants raising bills for different clients, and a consistent numbering prefix keeps project, retainer and milestone invoices identifiable in one sequence for finance. The order dispatch workflow preset in the same area matters mainly to businesses that ship goods, and a firm selling only effort can leave it on the default.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Changing the numbering prefix affects invoices created afterwards. Existing invoice numbers are unchanged.
- Changing the dispatch workflow preset changes when dispatches and invoices are created for new orders. Agree the change with your sales and fulfilment teams before applying it.
- Where the Purchase add-on module is enabled, confirming or shipping a dispatch deducts warehouse inventory, so the dispatch workflow preset also affects when stock moves.
Common Scenarios
Example: payment before dispatch. Your business ships only after payment clears. You select order_invoice_payment_dispatch, so the invoice and payment come first and the dispatch is created automatically once the client has paid.
Example: consistent invoice references. Your accountant needs invoice numbers that identify the company. You set the numbering prefix once, and every invoice raised afterwards carries it.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| New invoices do not use the expected prefix | The numbering prefix was not saved, or the invoices were created before the change | Re-open the invoice settings area, confirm the prefix and select Save. Existing invoices keep their original numbers. |
| Invoice due dates are wrong | The due-after days value does not match your payment terms | Update the due-after days value and check the due date on a new invoice. |
| No dispatch is created when an order is placed | The selected dispatch workflow preset creates the dispatch at a later step | Review the preset. Only order_dispatch_invoice_payment creates the dispatch when the order is placed. |
| The invoice PDF does not look right | The PDF template selection or the company branding is not configured | Select the intended PDF template, and confirm the company profile and branding are complete. |
Frequently Asked Questions
Do invoice settings apply to every company in the account?
No. Settings are configured per company, so each company in a multi-company account has its own.
Will changing the prefix renumber existing invoices?
No. The change applies to invoices created afterwards.
Which dispatch workflow is used if we do not choose one?
order_dispatch_invoice_payment is the default preset.
Can a User change these settings?
No. Invoice settings are configured by an Administrator.
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