Customising sales documents

Summary

How to customise sales documents in Accounting Start.

Description

Customised invoices help you present a professional image in keeping with your brand to your customers. Adjust labels, headings, and email text for invoices in Settings or when creating a sales invoice.

Resolution

Here is a list of things that can be customised:

Personalise sales invoices by adding your business logo for brand promotion
Choose from our templates to customise the document layout
Tailor labels to align with your business language and preferences
Set up a numbering system of your choice for document organisation
Include your bank details on invoices for easy payment reference
Add notes like opening hours, website, or seasonal info for customer convenience
Clearly state payment terms to set expectations
Showcase your qualifications and trade associations with additional logos
Enhance the footer with additional contact or relevant information

Upload your business logo >

Logos must meet certain requirements to make sure they don't appear stretched, blurry, or pixelated on your invoice:

The file format must be a JPG, PNG or GIF
Business logos should be a maximum of 280 pixels wide by 200 pixels high
Association logos should be a maximum of 180 pixels wide by 200 pixels high

Once uploaded, reposition the image as needed within the preview area. Use the Plus and Minus buttons to zoom in or out on the image or Reset the image to start over.

Select More, then Business Settings, Templates and Logos.
Select Add a logo
Browse to the image file you want to use or drag and drop it on Add a logo.

Change the template >

We provide a selection of templates to suit both service and product-based businesses.

Select More, then Business Settings, Templates and Logos.
Select the template that best suits your business.
To see what an invoice will look like, choose Preview.
To keep your changes, choose Save.

Add footers, notes, and terms and conditions >

Select More, then Business Settings, Document preferences.

Use the Footer Details or Notes to tell your customers more about your business, such as opening hours, website address or useful seasonal information Add your bank details so customers know how to pay you.

Include your standard terms and conditions so your customers know when payment is due.

You can change Notes and Terms and conditions on individual documents.

Set your numbering system >

Select More, then Business Settings, Document preferences.

Set up the numbering system to suit your business. Change the starting number or the prefix as required.

When you first start using Accounting, your document numbers start from 1.

We also add a prefix so you can distinguish each type of sales document; invoice, credit note, quote etc.

When you save a sales document, we assign it a unique number.

For quotes and estimates, you can re-use a number once you delete a quote or estimate.

For invoices and credit notes, you cannot change or re-use a number once it is assigned. The number remains assigned even if you delete (void) the invoice or credit note. This is to make sure you have a full audit of all your invoices and credit notes. However, you can reuse the same prefix and reference on another invoice.

Document preferences >

Select More, then Business Settings, Document preferences.

Include your standard terms and conditions so your customers know when payment is due.

You can change Notes and Terms and conditions on individual documents.

Document emails >

Select More, then Business Settings, Document Emails.

From here, set the default text for your email message when you email an invoice, statement or other document. This standard text is pre-populated when you choose to email your document. Change it for individual documents or customers as required.

Changes the reply address for any emails you send, and choose whether you want to receive a copy.

Choose whether to attach a PDF version of your sales document as well. All emails contain a link to an online version of your document.

However, you can reuse the same prefix and reference on another invoice.

Previewing an invoice >

Select Preview on the Templates and Logos page or the Document Preferences page to see the effects of your changes. This will open a full-screen preview of a sales invoice.

Creating a sales invoice >

If you are creating a Sales invoice - detailed version, you can use the Customise menu at the bottom of the New Sales Invoice page to jump to customisation settings. This saves you time when trying to customise invoices for your business.