Stage 1. Settings

Main Settings

Go to Portal Settings → Finance → Main Settings:

In the User Access Settings tab, set the user access rights. Employees have access only to invoices and estimates. Administrators — to invoices, estimates, transactions, and financial reports.  You can also set the user access rights for roles, in the Roles and Permissions tab.

If you do not want employees to see other persons’ invoices, disable the Each user has access to all issued invoices option on the Settings tab. If you leave the option checked, then the employees will be able to view and comment on other persons’ invoices, but will not be able to make any changes.

Each user can change an invoice assignee — if checked, users with an "Employee" access level can re-assign any invoice to themselves or any other user.

Each user can record payments for invoices — enable this option if you want to allow your coworkers mark invoices as Paid. If you disable it, then only administrators of the Finance application will be able to do it.

Use invoice approval — when checking a box here, the system will offer you to appoint the person responsible for invoice approval. Enter an accountant or a CFO name. Note that the person responsible for approval must have the administrator rights of the Finance module.

Restrict changes to approved, to paid and sent invoices — we recommend checking this box if you do not want to have any confusion in the invoices.

Check "Create Transaction" option by default when recording payment for an invoice — disable this option if you do not plan to record the invoice transactions in the system. 

Send a "Thank you for payment" email to the customer when an invoice is paid — when processing the invoice payments or receiving an online payment, the email message will be automatically sent to the client on the payment received. 

Each user has access to all estimates (quotes) — if checked, users with the "Employee" access level can view all the estimates (quotes). If not, they have access to only those estimates where they are assignees.

Restrict changes to sent estimates — enable this option if you want to prevent users from editing estimates that were sent to a customer or marked as sent to a customer.

Restrict changes to estimates that were converted to invoices — this option prevents users for editing estimates that were converted to an invoice.

Set an invoice/estimate number manually — if this option is enabled, an additional field appears in the invoice or estimate creation/editing window, where you can specify the number manually. By using this number you can track the invoice payment in the future. If you leave this field blank, then the invoice/estimate will be automatically assigned to the next number in the sequence.

Hide footer on the invoice and estimate external page - The "Powered by " label will be removed from the invoice and estimate pages

Use recurring invoices - If checked, this option allows to create and send invoices to a customer automatically using recurrence settings.

Each user can create recurring invoices - enable this option of you want users with an "Employee" access level to create recurring Invoices. If not, recurring invoices are available only to "Finance" module admins.

Email Templates for Invoices/Estimates

Email templates can be created in the System Settings → Finance → Organizations. There are three templates of emails available:

• sending an invoice via email;
• sending the reminder about the payment;
• sending the confirmation on payments received.

When creating a template, you can use the following variables: