Customize and automate your invoices by navigating to Settings > Invoices in your AR Automation account. Here you can set default values for invoices created within AR Automation and create auto payment and template assignment rules. This allows you to automate many manual, time-consuming tasks.

Additional invoice settings can be configured under Preferences > the Invoice tab.

Setting Up Your Invoice Templates

You must set up your invoice templates in AR Automation before proceeding. This setup process varies based on whether you use an accounting system in addition to AR Automation.

QuickBooks Online or Xero

Your existing invoice templates can be imported into AR Automation. To begin the import process, go to Settings > Preferences > Invoices > and select the checkbox Use Accounting System PDF at the top of the screen.

If you have Xero connected to AR account, you can enable the setting Use Xero Invoice Template for selecting Xero Invoice Template if you still want to generate invoice PDFs in AR instead of importing invoice PDFs from your accounting system.

Sage-Intacct or NetSuite

Your existing invoice templates can be imported into AR Automation. Work with your Implementation Specialist to get your templates set up in your AR Automation account.

QuickBooks Desktop or no accounting system

Work with your Implementation Specialist to set up your invoice templates.

Setting Default Values for Invoice Settings

Set default values for invoices created within AR Automation by configuring any of these settings:

• Invoice Prefix
• Credit Memo Prefix
• Refund Prefix
• Estimate Prefix
• Start Number
• Invoice template

When you're done, click Save.

Note: The above settings are applicable to invoices created within AR Automation. Any imported invoices inherit the settings from your accounting system.

Creating Auto Payment Rules

Auto Payment rules allow you to automatically charge invoices meeting a set of conditions that you define. Invoices can be charged at the time the invoice is created or on the invoice due date. Follow these steps to create an Auto Payment rule.

1. In the Auto Payment Rules section, click Add Rule.
2. Click Add Field.
3. Select a field from the list of options, such as Cadence, Date, Type, Status, and more.
4. Set the condition for the chosen field. For example, for Type, you can choose from All Invoices, Recurring Only, and One-Off Only.
5. Add additional fields by repeating steps 2 through 4.
6. When you've finished adding the fields and conditions, click Next.
7. Optionally, select Due Invoices Only to automatically schedule the payment for the date the invoice is due. If this option is not selected, the invoice is charged approximately one hour after it's created and meets the conditions.
8. Click Next.
9. Preview the rule.
10. Click Create and then Save.

Creating Template Assignment Rules

Template Assignment rules allow you to automatically assign templates to invoices meeting a set of conditions that you define. Make sure you've set up your templates before proceeding. Follow these steps to create a Template Assignment rule.

1. In the Template Assignment Rules section, click Add Rule.
2. Click Add Field.
3. Select a field from the list of options, such as Cadence, Date, Type, Status, and more.
4. Set the condition for the chosen field. For example, for Type, you can choose from All Invoices, Recurring Only, and One-Off Only.
5. Add additional fields by repeating steps 2 through 4.
6. When you've finished adding the fields and conditions, click Next.
7. Select a template.
8. Click Next.
9. Preview the rule.
10. Click Create and then Save.

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