Overview
The invoice settings in BQE CORE allow you to set various rules about invoicing along with other billing related preferences such as retainers, taxes, invoice layout, numbering, etc. These settings are applicable company wide.
Field Descriptions
| Field Name | Field Description |
| Settings > Billing & Invoices > Invoice Settings > | |
| Show billing through on invoices | Allows you to view time entries in the Invoices screen and on invoices as of a specific date instead of a ‘From and To’ date range. |
| Show account summary at the bottom of invoices | This option allows you to display an account summary at the bottom of your invoices. It is checked by default. |
| Show retainer summary on invoices | Allows you to display a retainer summary at the bottom of all your invoice templates, including standard phased and joint invoice templates. By default, it is checked and is inherited by new projects you create. You can override this setting at the project level. |
| Show combined GST on invoices | Displays the combined GST (Goods and Services Tax) for both services and expenses on the invoices. This setting is automatically turned on for countries such as Australia, Canada and New Zealand, which show combined taxes unlike USA where the taxes are shown separately as MET and MST (Main Expense Tax and Main Service Tax). Turning on this option automatically sets the rule 'Show combined GST on invoices' in the Projects screen. So you can override this rule at the project level. |
| Email payment receipts to the client | You can email your clients a payment receipt automatically in response to a received payment. This feature sends a "Thank you for your payment." note to the client or client contact, and attaches the electronic receipt of that payment. The attachment details show the relevant invoice transaction, previous payments, recent payment and balance remaining on that invoice. This gives your clients a better experience of doing business with you. |
| Email retainer payment receipts to the client | You can email your clients a payment receipt automatically in response to receiving a retainer payment. This feature sends a "Thank you for your payment." note to the client or client contact, and attaches the electronic receipt of that retainer payment. This gives your clients a better experience of working with you. |
| Automatically write down T&E after 100% complete | CORE automatically writes down all time and expense entries linked to a project or phase that has reached 100% completion. This prevents additional billable amounts from being generated after the project is fully complete and removes the need to manually zero out projects during billing. |
| Show time and expense memos on detailed invoices | This option displays the time and expense line item memos on detailed invoices. You can un-check it if you do not want to show the memos on invoices in the detailed format even if the time and expenses have memos associated with them. |
| Show project memo on invoices at the bottom | This controls the placement of project-related memos on the invoices. If checked, the project memo is carried to the second memo in the Invoices screen and displayed at the bottom of invoices. Otherwise, the project memo is carried to the first memo and displayed at the top of invoices. This option is applicable only when you have turned on the project rule 'Use memo on invoices'. |
| Hide non-billable time entries on invoices | By default, CORE includes the time entries with $0 amounts on the detailed invoices as ‘No Charge’ items. You can check this option to prevent such (non-billable) entries from displaying on invoices. In that case, those hours are deducted from the total hours invoiced. You can set or override this rule at the project level. |
| Hide non-billable expense entries on invoices | By default, CORE includes the expense entries with $0 amounts on the detailed invoices as ‘No Charge’ items. You can check this option to prevent such (non-billable) entries from displaying on invoices. In that case, those units are deducted from the total units invoiced. You can set or override this rule at the project level. |
| Show country in client address | Displays the name of the client's country in the address displayed on the invoices. This is especially relevant for those who do business in USA and Canada. |
| Show company Tax ID on invoices | You can show your company's Tax ID on all invoices in the header section. Some countries require this to be displayed on the invoices, such as showing Australian Business Number (ABN) for Australian companies. This rule is turned on by default for Australian and New Zealand companies. |
| Message on Invoice | You can enter a standard message to print on all invoices for all projects. This message prints just above the footer of the invoice. You can also define standard invoice messages at the client and project level if you do not want to set it globally. If a message is defined, it shows up automatically on the invoices. By default, this option is disabled, and invoice messaging follows the existing hierarchical behavior. |
| Last Invoice # | This is the last printed invoice number format, which consists of a prefix, number and suffix. The middle number is automatically incremented by one unit from the value entered here. CORE supports both numeric and alphanumeric invoice numbers. The prefix and suffix should be limited to 15 characters maximum. Deleting an invoice does not decrease the counter; however, CORE reuses that invoice number. Example: If you fill Prefix with the string INV, Last Invoice No. with 0000 and Suffix with 2026, the resulting invoice number will be INV-0001-2026. |
| Reference Calculation Method | Some companies prefer electronic invoicing, especially in European countries. You can select a calculation method for that–137 Method or RF Creditor Reference. In addition, check ‘Show on invoices’ option if you want to display the reference number on invoices.
|
| Retainer Invoice # | Specify a prefix for your retainer invoice sequence, which will precede the invoice number, followed by the suffix. CORE automatically increments the invoice number by one unit from the value entered here. It supports both numeric and alphanumeric invoice numbers. The prefix and suffix should be limited to 15 characters maximum. Example: If you fill Prefix with the string RET, Invoice Number with 0000 and Suffix with 2026, the resulting invoice number will be RET-0001-2026. |
| Process Recurring Invoice | Specifies when recurring invoices are automatically processed in CORE. When the Process Automatically option is enabled on a recurring invoice, CORE uses the time and time zone specified here to generate invoices through a scheduled background process. This process runs independently of user login.
|