Advanced Settings

Invoice Design

These settings govern customization of the standard document design and layout used by default on new invoices, quotes, and credits.

General Settings

Customize & Preview

This button takes you to a very advanced template code editor, with a live preview generator. Instructions for these features can be found under under PDF Customizations. You can preview the invoice design templates here, before selecting one you like to use permanently.

Template Settings

Client Details, Company Details, Invoice Details, etc.

A customizable list of data that populates sections of your documents, with the data entered in the associated record.

The following is a list of the sections included in various documents, invoices, quotes, credits, and each item in the list has its own tab in the Invoice Design settings menu, to customize the values that will be presented on your generated documents.

Custom Fields

Custom Fields options control up to 4 custom fields to include in all entity records, to describe the entities with that can be shown in your PDF and documented transactions, or kept for admin records only. You can use these to add details about a liquor license to your own company, details about memberships to clients, or certifications of your employees assigned to tasks, or other details.

There are 5 different options for field types regardless of the type of record the custom field applies to. In each case, you will select a field type on the right, and the value you enter on the left will represent the name of that custom field in forms and in the admin UI.

To include a custom field, just give the field a name. Without a field name, it will not appear in your entity records. To remove a custom field, just delete the field name completely.

Each of these 5 field types can be assigned to up to 4 custom fields per entity type, selectable from the tabs at the top of the Custom Fields settings page.

Generated Numbers

Generated numbers contain a collection of variables that allow very fine grained customization of generated numbers for any entity in the application.


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The settings tab contains the most general options that apply to number generation. The other tabs provide more specific options that apply exclusively to each entity type. The rules here apply broadly to every entity type.

Clients, Invoices, Recurring Invoices, Payments, etc.

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The various entity records available that generated numbers apply to, are all listed with their own tabs at the top, for you to customize the behaviours of the number generation for each respective entity type.


This example of a number pattern will produce a number like this, for the 9th count in 2021: 2021-0009

Care to ensure you are adding enough unique data to the number patterns if you are using the Reset Counter feature, to prevent counter collisions.

Also, at the bottom you will see some useful information to help you customize your Number Pattern more effectively. The large button View Date Formats links to a page with a PHP style guide. Below that, every entity type has it's own list of variables that can be used to add further customization to the Number Pattern.

Email Settings

These settings govern the behavior, appearance, and other settings for emails sent by Invoice Ninja software on behalf of your company.

Client Portal

These settings govern the behavior, function, and presentation of the Client Portal.

There are four tabs in this setting panel, with unique features in each of them to cover.


These settings control the basic or general function and behavior of the client portal.


These settings govern authorization, accountability, and authentication features for the client portal and client's invoices.

For a demo on how to configure capturing signatures or terms prior to a client paying an invoice (or approving a quote, watch this video)


These are messages to be presented to clients at various screens of the client portal.


Here we can customize the appearance of the client portal a little more.

Templates & Reminders

Here we have one edit tab with some depth for control, and a preview tab, to see our changes. This allows us to customize the messages that get included with your invoice, quote, payment, or reminder emails.

The categories below are tabs to select values to customize and personalize your message templates with, select the tabs to see the values ($amount, $due_date, etc) available for your template to get the relevant values in your messages. Invoice and Quote template types have a slightly different set of available values, populating from the original invoice, or quote respectively.

The values below are mostly self explanatory. Invoice / Quote tab offers values populated from the relevant invoice or quote being emailed about. Client tab offers values populated from the relevant client entry. Contact tab offers values relevant for the first contact selected in the invoice record. Company tab offers values from your own company record, to present information about your own company. User tab offers values that represent the logged in user representing your company, who is sending the email message. You can see what the values look like in an example message under the Preview tab.

Reminder Templates

As mentioned above, when you select a reminder from the template list at the top of the edit tab, you will see new options appear specific to the reminders.

Group Settings

Group settings is another category with a lot of depth, but most of the topics are covered exactly already because Group settings is mostly about enabling specific basic or advanced settings on a per-group basis, allowing you to build unique experiences for certain collections of clients.

The first step is to create a group, which is very simple, and only requires a group name. Create a group with the "+" icon in the top left corner of the group settings panel. Give it a name and click "Save".

Select your group. You will see an Overview tab and a Documents tab. From the Documents tab you can upload files like most other Documents tabs, they will not be seen anywhere other than the admin portal. The Overview tab has two options, an interactive Clients button, where you can view a list of clients in the group, or add clients to the group, and a Configure Settings button.

Note: To remove a client from a group, it is easiest to edit the client directly and change their group or remove it.

Configure Settings

Customize any options here to override the regular settings for each respective category, or leave a field blank to use the regular settings.

There are three views to the Payment links panel. The payment link list, viewing a payment link, and creating or editing a payment link.

From the payment link list you can select existing payment links to view, or edit them. You can also add new payment links with the "+" character in the top left corner of the payment links list panel.

When viewing a payment link you will see the initial cost of the payment link service at the top. Below it, is a link you can copy and share to clients, or post on your storefront, which prompts clients to pay for, and setup the selected payment link, which creates the invoice and payment records for you when they do that. Finally you will see links to filtered lists of invoices, or recurring invoices that are directly related to your payment link.

When you edit a payment link there are three tabs with unique features to control the payment links with.




Webhooks allow your web based applications to communicate with each other. These settings here, govern rules for outgoing webhooks when payment links are signed up for by clients.

Below you can set as many Key-Value header pairs as you like. This is a JSON payload,

Workflow Settings

A few settings to automate behaviors for handling invoices and quotes with.



User Management

There are three views to the User Management panel. The users list, viewing a user, and creating or editing a user, and their permissions in the admin portal..

When viewing a user, you see their email address at the top, which is used to sign into the admin portal with. Below, you can see a list of buttons for all the client, invoice, quote, task, etc, records that the user has created, or been assigned. The buttons will open user-filtered lists of the records for each respective category.

When at the edit user pane, you will see three tabs to customize user settings with:



A full list of events is shown here, for when an invoice, quote, payment, or credit has any sort of action taken, such as being created, being viewed, expiring, successful or failed payment, etc.

Enable email notifications to the user for any number of these events. Choose a notification behavior for each event as preferred:


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