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A little time in your settings goes a long way. Your invoice settings quietly shape three things your members experience when their invoices are generated, whether they're emailed, and whether they keep being charged after they've paid ahead. Set these up once and everything else just runs.

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In this lesson, we'll walk through your account wide invoice settings when invoices are generated, whether invoices are emailed, and the always debit on schedule setting. So let's get into it.

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In settings search for and select Invoice Settings. You'll find four tabs Document Identity. Choose whether to include your primary organisation name on invoices, whether you're registered for tax and your document title, tax, invoice, invoice, or a custom title.

00:00:53:21 - 00:01:07:35
Delivery options. Home to email system generated invoices this is your account wide default for emailing automated invoices, send receipts for paid invoices, and sync subscription invoices to Xero.

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There's footer design. Build the footer that appears on every invoice. Don't worry, that has its own lesson and Defaults. Set the default items your invoice lines map to.

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You can generate invoices ahead of each period so members have time to pay. Open settings, then plans. Edit a plan or one of its fees and set early invoice generation. How far ahead to generate, such as two months before the period starts.

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Once you're inside that window, a generate invoice option appears on the member's subscription with a preview of what's coming.

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And one to watch, make sure next periods fees are in the system before invoices generate. If they aren't, invoices generate at the current fee, so a price rise would be missed.

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And not everyone needs an invoice in their inbox. Someone paying fortnightly by direct debit probably doesn't. While an annual payer will.

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You control this at four levels the account wide default which is the email system generated invoices toggle in delivery options, then email invoices on a plan, on a fee, or on an individual subscription. Each of those can be set to yes, no, or inherit. Inherit simply means use the setting from the level above so you only ever set their expectations.

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Switch emailing on at the account level, then set no on the one fee whose members don't need the paperwork. Either way, the invoice is still generated and sitting in Swift box. The setting only controls whether it lands in their inbox.

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Open a plans fee, settings plans, then the fee, and look under Additional settings for Always debit on schedule. Switch it on and scheduled payments are always taken on their due date, even if a member has already paid ahead. It's the setting you may want for high frequency plans like weekly, fortnightly or monthly where a one off lump sum shouldn't interrupt the regular direct debit rhythm.

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Bear in mind it also switches on auto renew for every subscription under that fee. Leave it off and SwiftFox holds back from charging until the member's pay to date is actually due. So someone who's paid ahead isn't charged too early. It's a small switch with a big effect, so set it deliberately.

00:03:23:07 - 00:03:45:21
And that is your invoice settings sorted. You now know what to set when invoices generate, whether they're emailed and how members are charged across your account, your plans and your fees. Set these to match how your organisation bills and the rest falls neatly into place. To keep exploring, check out the rest of our finance course at the Swift Fox Academy.

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