The basic settings are where you can setup everything you need to define your company.
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.
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.
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.
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.
The defaults are system wide - company level defaults, this will applied at every level of the application they refer to.
Invoice Payment Terms - The payment term defined in 'days'. You can configure custom payment terms by clicking the Configure Payment Terms button
Quote Valid Until - Similar to Invoice Payment Terms, you will select a length of time in days, from the list of payment terms time lengths.
Terms and Footers - The terms and footers text inputs allow you to define default for each. These will be injected into the document automagically for you. All you need to do is set it once here and we'll take care of the rest! Note, you can always override these values by editing them directly in the entity.
The terms and footers appear below any Public Notes attached to your documents.
These make great places to set stock disclaimers or clauses, to clarify policies about liability and responsibility up front and in print on every document.
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.
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.
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.
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.
In the custom labels section, you are able to reformat the descriptive text labels used in all your document templates. This is a useful feature to add custom language settings to your documents manually.
You have a list to maintain of custom labels. Adding a custom label, such as "Item", will add it to your list on the left column, and in the right column next to "Item" you will see a text-entry field for the text you want to replace "Item" with. For example "Line Item", or "UPC". This replaces the text used on all your invoices, and etc.
invoice_date and not the value "Invoice Date" as the label name when adding a custom label, to link it directly to the dictionary key
invoice_date. When it appears in the list, it will present the key's value "Invoice Date" on your custom labels list, allowing you to change the text to "Date of Transaction", or anything else.
Edit, or create a new invoice, credit, etc, in order to see the changes to the text labels applied across your documents now.
You may configure payment gateways, and payment rules/behaviors from here.
Use Available Credits - Configure behavior for when a client has available credits in their account as they go to make a payment
Allow Over Payment - Toggle on/off client ability to optionally pay extra as a tip.
Allow Under Payment - Toggle the ability for clients to pay a minimum or partial amount owing.
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.
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.
Stripe - Our Stripe integration includes Credit Card, ACH, Sofort payment options. Our Stripe integration also includes token billing and refunds. Enter your API secret key, and publishable key, provided by Stripe. To acquire these, sign in or create a new account on the Stripe website, and visit the Developer menu, which expands and then underneath the developer menu, visit the API Keys menu. Your secret key will be hidden, and can only be viewed once. If you need to, create a new secret key. For more information about Stripe API Keys, visit Stripe Docs.
Braintree - With Braintree you can integrate payment support through PayPal, credit card, and debit/bank transfer. Enter your merchant ID, public key, and private key, provided by Braintree. To acquire these, sign in or create a production account on the Braintree website, and click the "gear" icon in the top right corner, which expands a drop down list. To find your public and private keys, visit API in the list, and to find your merchant ID, visit Business in the list. For more information about Braintree gateway credentials, visit Braintree Docs.
PayPal Express - Enter your API username, API password, and signature, provided by PayPal. To acquire these, sign in or create a business account on the PayPal website. Hover over or click your profile icon in the top right of the screen for a drop down menu, and choose Account Settings. Under the first section, Account Access, find API Access in the list, and click the Update button beside it. Scroll down under "NVP/SOAP API integration (Classic)" and click Manage API Credentials. Here you will find the existing credentials, or an opportunity to create new credentials. For more information about these PayPal payment gateway credentials, visit PayPal Docs. There are a few extra options in the Credentials tab, exclusively for PayPal Express configuration.
Authorize.net - Our Authorize.net integration includes Credit Card payment options, including token billing and refunds. Enter your API Login ID and Transaction Key, provided by Authorize.net. To acquire these, sign in to or create a merchant account on the Authorize.net website. After signing in, click Settings on the left side menu, then click API Credentials & Keys. From here you can view and manage new and existing API credentials. For more information about these Authorize.net API credentials, visit Authorize.net Docs.
Mollie - Our Mollie integration includes Credit Card payment options, including token billing. To setup Mollie as a payment method, you will need your profile ID #, and your website API Key. Your profile ID # can be found in the top left corner of the screen when you log in to the Mollie dashboard, and you can find a list of your API keys by clicking the Developers expanding menu on the left sidebar, and then clicking API Keys, as described on the Mollie knowledgebase. After approving your website, you will find your live, and test API keys here. There is a checkbox in the Invoice Ninja admin portal when configuring the Mollie payment gateway, to enable test mode if you are going to use a Test API Key from Mollie.
Custom - This is a developer feature, where you can write in your own PHP code with custom API references for your own payment gateway service provider.
Square - Our Square integration includes Credit Card payment options, including token billing, and refunds. Once you sign up for a Square developer account and configure your application in the Square Developer Dashoard, you will need to provide the Application ID, Access Token, and Location ID to Invoice Ninja. The Application ID and Access Token can be found under OAuth in the left hand sidebar, and the Location ID can be found under Location in the sidebar. More information can be found in the Square developer documentation. The test mode checkbox is available for testing Square integration with Square sandbox credentials.
Eway Rapid - Our eWAY integration includes Credit Card payment options, including token billing, and refunds. Once you have setup your business in the eWAY portal, you can find your API details under the top menu, by hovering over My Account and then clicking API Keys. Your API Key and Password for Invoice Ninja are listed near the top under Rapid API Key and your Public API Key can be found just below that under the section Pay Now Button. You can find more detailed instructions from the eWAY knowledgebase. The Test Mode checkbox will enable use with the eWAY sandbox account for payment gateway testing.
Checkout.com - Our Checkout.com integration includes Credit Card payment options, including token billing and refunds. Enter your API public key and API secret key, provided by Checkout.com. To acquire these, sign in to or create a "The Hub" account on the Checkout.com website. Once signed into "The Hub" click on Settings from the left side menu, and then click Channels. Here you find a list of your businesses registered on Checkout.com, select the appropriate business (if you have multiple here) and you will find the API keys on this screen. For more information about Checkout.com API credentials, visit Checkout.com Docs.
PayTrace - Our PayTrace integration includes Credit Card payment options, including token billing and refunds. To setup PayTrace you will need your PayTrace account API user credentials and API key, which can be found after successfully setting up an account with PayTrace. There is a process to go through with PayTrace involving testing a sandbox account first, before setting up live payments, make sure you use the Test Mode checkbox when going through this process with sandbox API credentials. For more information visit the PayTrace support website.
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.
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.
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.
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.
These options govern the behaviors and rules related to Products either when editing the products directly, or interacting with them on invoices, quotes, etc.
Default Quantity - When the product quantity field is enabled, enabling this will make the quantity default to 1, otherwise you must explicitly specify the quantity of each product.
Fill Products - Enable, to automatically fill the description and cost fields with the values of the product you select, when adding a product to an invoice.
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.
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.
Here, you have many options for file formats to import your company records from.
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.
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.
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.
Layout - Explicitly choose from a desktop, or mobile layout. Normally Invoice Ninja can detect which type of display you are using though.
Menu Sidebar - The menu sidebar is the left-most sidebar for navigation. When set to "Collapse" the sidebar stays pinned, and can expand or shrink. When set to "Float" the sidebar stays hidden, and slides out from a gesture or by clicking the "hamburger" button in the top left corner.
History Sidebar - The history sidebar will spawn somewhere on the righthand-side. When set to "Show/Hide" the history sidebar spawns on the far right, and is a persistent sidebar that resizes and moves the panels around it. When set to "Float" the history sidebar spawns in front of the panel you're working in when you press the "History" button at the top of a menu list, and it dismisses itself automatically.
Preview Sidebar - Enabled is the default setting, which presents you with a list of clients, invoices, tasks, etc. and the entire entry in the list is a clickable button to view the entry's advanced details in a persistent sidebar on the righthand-side.
When disabled, you are instead presented with no sidebar on the right, only a list, and each entry shows a little more detail at a glance, but it doesn't offer advanced details views, and disabling this feature can effectively reduce features normally available to you through these detailed preview sidebars.
List Long Press - Configure behavior when you long press a menu list entry. "Start Multiselect" to use the long press to switch to an item selector mode and select multiple items to act upon, or choose "Show Actions" to simply spawn a context menu of available actions for that one menu list entry instead.
Rows Per Page - Configure the default number of rows to load per menu page.
Dark Mode - Toggles a dark theme for low light conditions, or personal preference.
Color Theme - Select color themes to use for the tags assigned to invoices, payments, tasks, etc (Such as "In Progress" "Sent" or "Running"). Accent colors for the UI are chosen from the User Details section.
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.
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!
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.
Configure some simple server account security settings for logged in users.