Invoice Form settings

You can change the defaults that appear on your invoices. For example, you can change the way in which they are numbered, add in any terms and conditions or add notes you want your customers to see.

View or edit the current defaults

  1. Go to Settings, then click Invoice Form Settings.
  1. From here, you can review or edit the following information:
Document headings If you want, you can change the heading that appears at the top of each of your documents. Document headings can be up to 30 characters in length.
Prefixes Enter the text that you want to appear before the relevant form type number up to a length of six characters.
Numbering Enter the number you want your invoices and credit notes to start from. For example, you might want to start from the last number you used in your previous accounting system.

You can also select whether you want to group the numbering for your invoices and credit notes together or keep them separate.
Contact details & addresses Select the details you want to appear at the top of all types of document. If you need to complete any missing contact details, go to Settings then click About your Business.
Line items If you want, you can edit the following column titles on your documents:

* Description.
* Price or Rate.
* Quantity or Hours.
* Discount.
Footer details If you’d like to include standard information at the bottom of your documents, for example, details about your business, you can enter it in the three columns provided. Only the columns you enter details into will appear on your documents.
Terms & conditions Enter any default terms and conditions you want to appear on your invoices. If you need to, you can change these when you create an individual invoice.
Notes Enter any default notes you want to appear on the relevant forms. For example, you might want to enter details for how you want your customers to pay you.
EU sales descriptions If you sell goods or services to VAT registered customers in the EU, although the VAT is zero-rated, you need to let customers know what VAT rate would apply if you sold the item in the UK. To do this you need to choose the relevant VAT rate description when you create the invoice. If you want to, you can amend the text that appears on the invoice.
Statements Here you can choose whether your PDF statements include a red overdue indicator, the number of days overdue, and a table of ageing totals.
  1. Click Save.

Change your business name

You can only have one business name registered with us. This is the business name used on your subscription and should be the company name that's registered with HMRC or, if you're a Ltd company, the name that's registered with Companies House.

This business name is also displayed on the invoices you send to customers.

  • If you trade under a different name to the name registered with us (and Companies House), and want to use this trading name on your invoices, see How to use a 'Trading as' name.
  • If you need to change the business name that's registered with us, see Change your business or company name.
  • How to use a 'Trading as' name

    You may want a different name to appear on the invoices you send to your customers, if you use a Trading as name, for example.

    We can't store more than business name, so we recommend that you use the second line on the address for your trading name.

    So if your registered business name is Joe Bloggs Ltd and but your trading name is Joe Bloggs Garden Supplies

    • Set up your subscription as Joe Bloggs Ltd.
    • For your Business name and Trading address
      • From Settings, enter your trading name, Joe Bloggs Garden Supplies, on Address 1.

      • Enter your trading address in the remaining boxes.
      • Go to the Business Type section. Clear the Registered Address: Same as business address box.
      • Enter your registered address.

    When you send invoices to your customers, your registered business name and trading as name are included