Basic Settings

The basic settings are where you can setup everything you need to define your company.

Company Details

Settings found here relate to the currently selected company, from the company selection drop-down widget in the top left corner of the admin portal UI. Select the company you want to view settings for. The Company Details section is where you configure your address, upload your company logo and also set your company defaults.

Details

Any data entered in this first box of custom fields will all appear as your company's details section, in most default invoice layouts and other records. Emails and websites will be clickable links in PDFs.

Any data entered in here is generally for reference purposes in the admin portal, and don't appear on default documents.

Address

On most default invoices and other documents, you also see all of the data entered in these fields as well. These fields should all be self explanatory, and apply to most if not all businesses in any country.

Logo

Image uploaded here will be saved in the public/storage directory like other uploaded files. The company logo image will appear on default invoice layouts, and in the company selection widget in the top left corner of the Admin Portal UI.

The image you select should be 300x300 for best results, and there are no restrictions to the size of the file you upload, but it will cause issues with PDF invoices easily if you do not follow the standard 300x300 pixel resolution practice for logos.

Defaults

The defaults are system wide - company level defaults, this will applied at every level of the application they refer to.

Documents

Upload company documents here. These are not used automatically on any documents, and are only accessible from the admin portal. Documents stored here will also appear in the "public/storage" directory on the web server, implying that files stored here should not be considered truly secure, and this storage location is best reserved for template forms, notices, blank agreements, policy handouts, etc.

User Details

The User Details section covers account settings for the currently logged in user. A user's details help identify them among your team, help your teammates contact each other, and is relevant in Invoice Ninja if you are assigning users to tasks, projects, clients, or etc as a practice for organization and accountability.

Details

Notifications

Email notifications can be configured here for your user account. You can setup email events to notify you of almost any variety of record change event, whether an invoice, quote, payment, or credit, was viewed, approved, paid, failed, late, sent, created, etc.

You can choose to set notifications to one of three option levels:

Also, the All Events category can be used to quickly set notification levels of every category to the same thing all at once.

Localization

Settings

Here you can set some server-wide settings for Invoice Ninja that will be applied to the text formatting on all records generated PDF documents.

Online Payments

You may configure payment gateways, and payment rules/behaviors from here.

Configure Payment Gateways

Enter the Payment Gateways settings panel, where you can add, and configure payment gateways for clients to use from the client portal, for online payments. Payment gateway service providers have their own fees and policies to be aware of, but this will help you with connecting Invoice Ninja with your payment gateway using their standard APIs.

In the new pane for Configure Payment Gateways, you see a list of configured payment gateways, and a "plus" icon used to create a new payment gateway. When you create or edit a payment gateway there are three tabs of settings to configure. Credentials, Settings, and Limits/Fees.

Credentials

In this first most important pane, you define the necessary values in order to facilitate communication between Invoice Ninja and your payment gateway's API. When you first create a new payment gateway, you must select a service provider from the list.

Settings

These settings govern some of the behaviors within Invoice Ninja's client portal, or admin portal, when looking at and interacting with your configured payment gateways. Some of these options may or may not appear depending on your payment gateway type.

Limits/Fees

Here we manage any payment limits, or fees we wish to apply to any transactions. Fees and limits applied are specific to the payment type you have selected.

Tax Settings

In this section we can configure some of the default settings for taxes applied to either entire invoices, or products themselves only. Tax rates are expressed in % values only.

CAREFUL!

You can accidentally double charge taxes if you apply tax rates on the flat balance of an invoice, and on the individual products in the invoice themselves. If there is a separate tax for certain products you sell, that might be where this could apply.

Configure Rates - A simple Tax Rates settings panel to manage tax rates applicable to your company. Tax rates configured here are selectable from the Tax and Tax Rate drop down menus on invoices and products. You add a tax rate with the "+" button in the top left of this panel, and simply add a name, and tax rate expressed in percent only.

Product Settings

These options govern the behaviors and rules related to Products either when editing the products directly, or interacting with them on invoices, quotes, etc.

Task Settings

Settings here govern the rules and behaviors related to tasks, which are nested in projects.

These rules strictly govern

Configure Statuses - This button enters another settings panel for "Task Statuses" which manages a list of selectable statuses for tasks, for example: Backlog, Ready to do, In Progress, and Done. All there is to configure for a task status, is the name of the status, and an indicator color.

Expense Settings

These rules govern default settings and behaviors of your company's expense records.

Each of these settings below can be configured on a per-expense record basis, when creating or editing an expense. Changing these settings here will change the default configuration for new expense records.

Configure Categories - This button enters a subsetting panel for "Expense Categories". Here, you can manage a simple list (Name, and Color fields only) for expense categories. This can help you organize your expenses more effectively, by assigning an expense category to each of your expenses.

Import | Export

Here, you have many options for file formats to import your company records from.

CSV

CSV formatted records can be imported only. CSV file imports must be done per-category, and not all in one large file.

You will have to manually select matching categories for some entries in the CSV after it is uploaded, because older or other software may not use the same labels.

The expected formatting of the CSV document is to have a single row with all the column categories, followed by a row for each entry.

When importing your CSV document, verify that the column on the left matches your column labels from the CSV file, and that the column in the middle matches the first row underneath the column labels of your CSV file. Then on the right, select the most accurate label available from Invoice Ninja to associate those values with the new label upon import.

JSON

A full company backup can be generated via the Export option. This will schedule a job which will export all settings and data and compress it into a .zip file for download. When the job has been completed an email is sent with a download link (Download links expire daily).

The data can be transported to another installation, or used to overwrite an existing company dataset.

If you do not wish to overwrite the current company and instead import the dataset as a NEW company you must create a new company first prior to importing as this will overwrite the current company!

When importing JSON you have the option to import only settings or data or both.

Note on the hosted platform, the company importer will perform a preflight check to ensure your dataset is importable. If your plan does not have sufficient resources (ie. multiple users or client limit is reached), the importer will fail and you will be notified via email of the exact issue.

Device Settings

These settings govern the settings for the session or instance on the physical device you are currently signed into. On a new device, these settings will not apply.

Account Management

The Account Management panel mostly governs the account for your company on the server, status with Invoice Ninja licensing, and API configurations for developers interested in automation.

Overview

From this tab you have a few different things presented to you.

First are things related to your company's status, or terms with Invoice Ninja

Second, are all developer resources for automation features.

Third, are the most dangerous and serious buttons! Make sure you know what you are doing!

Enabled Modules

Tick boxes here enable and disable entire modules for the company. Disabling a category or two like "Projects" and "Tasks" will remove them from the menu sidebar on the righthand-side and hide them and all their existing records, until you re-enable the module again.

Integrations

Security Settings

Configure some simple server account security settings for logged in users.

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