--- title: Invoice Settings slug: invoice-settings docTags: createdAt: 2026-03-06T19:27:17.314Z --- Customise how payment invoices and receipts look when generated for your members. ## ⚙️ Accessing Invoice Settings Go to **Settings → Invoice Settings**. *** ## 🔧 What You Can Customise ### Academy Details on Invoice | Setting | Description | | ------------------- | ----------------------------------------------------------------------- | | Academy Name | Appears at the top of every invoice | | Registration number | Business/company registration number — set under **Settings → General** | | Address | Your academy's physical address | | Phone | Contact number shown on invoice | | Email | Contact email shown on invoice | | Tax/GST number | If applicable | ### Invoice Logo Upload a separate logo to appear on downloaded PDF invoices and receipts. This is set under **Settings → General → Invoice Logo** (Branding section) — separate from your main academy logo and email logo. :::hint{type="info"} **Format:** PNG or JPG only — SVG is not supported in PDF generation. **Recommended size:** 200×50px (wide and short, like a letterhead logo). ::: If no invoice logo is uploaded, no logo appears on PDFs. To remove a logo, click the trash icon on the uploaded image. ### Invoice Notes Add a footer note that appears at the bottom of every invoice. The note editor supports rich text — bold, bullet/numbered lists, and inline images — not just plain text. Examples: - "Thank you for your continued support!" - "Payments are non-refundable." - "For queries, contact us at [admin@youracademy.com](mailto\:admin@youracademy.com)" ### Instructor name on invoice line items Optionally show the assigned instructor's name alongside each class line item on an invoice — helpful for parents who want to see who's teaching without opening the class page. Toggle this under **Settings → Payment Types**. ### Invoice, Receipt & Payroll Numbering Invoices, receipts, and payroll documents each have their own number sequence — set independently so they can carry different prefixes and ranges. For each: - **Prefix** — letters, numbers, and `-`, `/`, `_` are supported (e.g. `INV-`, `REC-`, `PV-`) - **Starting number** — e.g. start from `1001` - **Auto-increment** — each new document gets the next number - **Number padding** — zero-pad to a fixed length (padding of 4 gives `0001`, `0010`, `0100`) Example invoice with padding of 4: `INV-0001`, `INV-0002`, `INV-1000`. :::hint{type="info"} **Invoice numbers are stamped at publish time** — not when the draft is generated. So deleting an unsent draft doesn't leave a gap in your invoice sequence. Receipt numbers are stamped when a payment is marked paid. ::: Other options: - **Skip zero-amount receipts** — RM 0.00 charges (e.g. fully discounted) won't pull a receipt number - **Enable for instructor** — whether instructor payments / payroll also use the numbering system - **Invoice note** and **receipt note** — text snapshots captured when each document is issued and printed on the PDF. Changing the setting later doesn't rewrite past documents ### Payment Due Date Control how due dates are calculated for generated invoices. Three modes are available: | Mode | How it works | | ------------------------------ | ------------------------------------------------------------------------------------------------------ | | **Days after creation** | Due X days after the invoice is generated (e.g. generated Apr 1 with 10 days → due Apr 11) | | **End of billing month** | Due on the last day of the billing month (e.g. August billing → due Aug 31) | | **Fixed day of billing month** | Due on a specific day of the billing month (e.g. day 5 → Feb billing due Feb 5, Aug billing due Aug 5) | Configure under **Settings → Payment Types → Payment Due Date**. ### Invoice Grouping Control how recurring invoices are generated when a student is enrolled in multiple classes: | Mode | Behaviour | | ---------------------------------- | ---------------------------------------------------------------------------------------------- | | **Per Class Enrollment** (default) | One invoice per class — a student in 2 classes gets 2 separate invoices | | **Per Student** | One consolidated invoice per student — all class fees appear as line items on a single invoice | Configure under **Settings → Payment Types → Generate Invoice Per**. :::hint{type="info"} Changing the grouping mode only affects newly generated invoices. Existing invoices are not modified. ::: *** ### PDF Email Attachments Control whether invoice and receipt PDFs are attached to outgoing emails: | Setting | What it does | | ---------------------------------------------------- | ------------------------------------------------------------------------------------------------- | | **Attach invoice PDF to new invoice email** | When a new invoice is generated, the PDF is attached to the notification email sent to the member | | **Attach receipt PDF to payment confirmation email** | When a payment is marked paid, the receipt PDF is attached to the confirmation email | Configure these under **Settings → Payment Types → \[payment type] → Email Settings**. *** ## 📄 Downloading Invoices Members can download a PDF of any payment invoice from: - **My Payments** → select a payment → **Download Invoice** Admins can download from: - **Payments** → select a payment → **Download Invoice** *** ## 📋 Invoice vs Receipt The document title changes automatically based on payment status: | Document | When | | ----------- | ------------------------------- | | **Invoice** | Payment is pending or unpaid | | **Receipt** | Payment has been confirmed/paid | Both use the same invoice settings for layout and academy details. ### Package payments For package-based payments, the PDF includes: - Package name as the line item - Payment type (e.g. "Package") - Number of sessions included - Package validity period (e.g. "Valid for: 3 months") ### Bill To If a student has a linked guardian, the PDF shows a separate **Bill To** section with the guardian's name, email, and phone — in addition to the student's details.