Invoice settings and discounts

Applies to Workletto 1.x.

Admins set how new invoices are numbered and what they start with under Manage, Invoicing (the page is headed Invoicing). Every new invoice, whether an admin or a manager makes it, starts with these settings. Each invoice keeps its own copy, so you can change anything on a draft, and changing the settings never alters an invoice you’ve already made.

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Numbering

• Prefix goes before the number, like INV- or 2026-. It’s optional, up to 20 characters.
• Next number is the number the next invoice gets. Type it with the leading zeros you want: 0042 gives 0042, then 0043. 42 gives 42, then 43. Numbers never get cut short, so after 9999 comes 10000.

Below the two fields, Next invoice shows the number the next invoice will get, prefix included. Click Save settings to use it.

To start a new series, for example each year, change the prefix and set the next number back to 0001.

The first time you open the page, the next number is one more than the highest invoice number so far, and there’s no prefix: new invoices carry on from 0001, 0002 and so on.

No two invoices share a number

If the number is already on an invoice, the new invoice gets the next number that’s free. That includes a number you typed on a draft yourself. After you save, the page tells you when the number you chose is already used and shows the one the next invoice will get instead.

Deleting a draft doesn’t hand its number out again. To reuse it, set Next number back to it.

You can still change a draft’s number by hand on the invoice page. If another invoice already has that number, the invoice page says so and keeps the old one.

Payment terms

New invoices are due sets the due date on new invoices: on receipt (the issue date itself), or 7, 14, 15, 30, 45, 60 or 90 days after the issue date. Choose Custom… for any other number of days, from 0 to 365. It starts at 30 days.

On a new invoice or a draft, the Due in menu beside the due date sets it for you: choose 60 days and the date is filled in. Pick a date yourself and the menu shows how many days after the issue date it is, like 67 days; a date before the issue date shows Other date. Changing the issue date moves the due date with it, keeping the same terms.

Tax

• Name on invoices is what the tax is called on the invoice, like VAT, GST or Sales tax. Left empty, it’s “Tax”.
• Default rate (%) fills in the tax on new invoices, from 0 to 100 with up to two decimals, like 8.25.

On the New invoice page the tax field carries the name, for example VAT (%). On a draft you can change both, under Tax name and the rate next to it. The invoice shows the tax as, for example, “VAT (20%)”, and only when the rate is above zero.

Notes on new invoices

Text for the bottom of every new invoice, up to 2,000 characters: your bank details, how to pay, a thank-you. It fills in Notes on the New invoice page, where you can change it for that invoice. The notes are printed on the invoice and its PDF, and included when you email the invoice.

Give a discount

On the New invoice page, or on a draft, type a number in Discount and choose next to it whether it’s a percentage (%) or an amount in your currency. A percentage can be from 0 to 100 with up to two decimals. On a draft, click Save changes. To remove a discount, empty the field and save.

The discount comes off the subtotal of all the lines, time and expenses alike. Tax is then charged on what’s left:

Line	Amount
Subtotal	$1,000.00
Discount (10%)	-$100.00
VAT (20%)	$180.00
Total	$1,080.00

Amounts are rounded to the cent. An amount larger than the subtotal takes the subtotal down to zero, never below.

The discount has its own line between the subtotal and the tax on the invoice page, on the printed invoice or PDF, and in the email. A percentage shows in brackets; an amount shows as “Discount”. Like everything else on an invoice, the discount can only change while the invoice is a draft.

For a one-off credit, such as a deposit already paid, you can also Add a line with a negative rate.