Invoice Settings & Numbering

Finance Settings is where you set the defaults PMSuite applies to the documents your company issues — the branding on the invoice, the due-date offset, the reminder schedule, the document template, and the number prefixes for invoices, credit notes, estimates, estimate requests, orders and proposals. Configure it once and every new document inherits it.

Who can use it

Company Admin. Finance Settings is a company-level settings page, so the values you save apply to the whole company account, not to an individual user.

How to Access

Sidebar → Settings → Finance Settings.

Finance Settings has six tabs:

Invoice Settings tab

Configurable fields:

• Invoice Logo — the logo printed on invoice documents. Logo uploads are capped at 750px × 750px; an image with larger dimensions is rejected with a "file too large" error even when the file itself is only a few KB, because the cap is on dimensions rather than bytes. If the upload is refused, resize the image to 750px × 750px or smaller and try again.
• Authorised Signatory — the signatory block for the document.
• Language — the language the invoice document is rendered in.
• Due After (days) — how many days after the invoice date the due date defaults to. You can still override the due date on any individual invoice.
• Send Reminder Before / After — the automated payment-reminder schedule, relative to the due date.

Sections you can show or hide

These invoice sections are individually toggleable: Tax Number, HSN/SAC, Status, Authorised Signatory.

Client information on the invoice

These client details are individually toggleable: Name, Email, Phone, Company, Address, Project.

Terms and Conditions

A free-text field. What you enter here is used as the default terms block on invoices.

Invoice Template tab

PMSuite includes five built-in invoice templates. Select the one you want on this tab; it determines the design of the invoice document your clients receive. See Invoice PDF / Download for how the finished document is produced.

Prefix Settings tab

Each document type has its own independently customizable prefix. Defaults:

A prefix change applies to documents created afterwards; already-issued documents keep the numbers they were given.

Some modules keep their numbering elsewhere — Contract Settings uses a prefix / separator / digits pattern (CONT, #, 3 digits → CONT#001), and Purchase Settings holds the PO#001, BL#001 and VC#001 prefixes.

Units tab

Defines the unit types available on line items. Unit Type is also one of the fields on a product record, so the units you define here are what products and line items draw from.

QuickBooks Settings tab

Connect PMSuite to QuickBooks over OAuth from this tab; a step-by-step connection guide is provided in the tab.

⚠️ Sync is one-way: PMSuite → QuickBooks only. Records created or edited directly inside QuickBooks do not flow back into PMSuite. If a change must appear in both systems, make it in PMSuite and let it push outward.

Invoice Payment Details tab

Holds the payment details shown on the invoice so clients know how to pay. Bank accounts themselves are maintained separately — see Bank Accounts — and online gateways are configured under Settings → Payment Credentials, covered in Payment Gateways.

Effect on other features

• Creating invoices — due-after days, terms, template and prefix are applied as defaults when creating an invoice.
• Recurring invoices — recurring invoices generate documents using these same defaults.
• Sending invoices — the reminder schedule set here drives automated payment reminders; see Sending Invoices.
• Credit notes, estimates, orders and proposals — each takes its numbering from the Prefix Settings tab.

Limitations

• Tax rates are not in Finance Settings. They live in Settings → Tax Settings, where each tax is added with a Name and Rate (%). Set them up there, then apply them on invoice line items.
• Prefix changes are not retroactive. Existing documents keep their original numbers. If you want a clean sequence, switch the prefix at the start of a new billing period so the old and new ranges stay visually distinguishable.
• QuickBooks does not write back. Because sync runs PMSuite → QuickBooks only, treat PMSuite as the system of record for anything you want synchronised, and reconcile QuickBooks-only edits manually.
• Settings are company-wide. There is no per-client or per-brand override of template or prefix; if you need to distinguish document families, encode the distinction in the prefix itself.

Troubleshooting

• Logo upload rejected — the image exceeds 750px × 750px. The "file too large" error refers to the pixel dimensions, not the file size in KB/MB, so a small file can still be refused; resize the image to 750px × 750px or under and upload again.
• A field you expected is missing from the invoice — check the section and client-information toggles on the Invoice Settings tab; the field may simply be switched off.
• Reminders not going out — confirm Send Reminder Before/After is configured and that the invoice has a due date; an invoice with no due date has nothing to schedule against.
• New invoice numbers look wrong — verify the prefix on the Prefix Settings tab. Documents issued before a prefix change keep their old numbering, which is expected.
• QuickBooks looks out of date — check whether a change made inside QuickBooks is being expected to appear in PMSuite; that direction is not supported.

Related Articles

• Creating an Invoice
• Invoice PDF / Download
• Invoice Fields Reference
• Sending Invoices
• Recurring Invoices
• Credit Notes
• Payment Gateways
• Bank Accounts