Create an invoice scheme

Set the layout, template, reminders, and defaults an invoice should use.

An invoice scheme combines the main settings for invoice sending and follow-up.

Use schemes when you want different invoice flows per customer type, language, or process.

What a scheme controls

A scheme can control:

• the PDF layout
• the invoice layout
• the email template
• invoice expiry and reminder timing
• default attachments and fields

1

Open the invoice settings

Go to Invoices.

Then click the cogwheels in the top right.

2

Add a new scheme

In the Schemes section, click Add.

3

Fill in the default settings

Set the scheme name, PDF layout, invoice layout, currency, VAT, and whether it should be the default.

You can also decide whether the work order PDF or forms should be attached.

4

Set invoice behavior

Add the default description, payment terms, email template, expiry days, and automatic status updates.

If needed, add default attachments and choose which free fields should be visible.

5

Configure reminders

Click Next step to open the reminder tabs.

Link the reminder templates you want to use.

Turn off automatic reminders when you do not need them.

6

Save the scheme

Click Save when all tabs are complete.

Good to know

• One scheme can be the default.
• You can create multiple schemes.
• Reminder emails are optional.

It is best to use a separate invoice layout per scheme.

That keeps the output easier to manage.

Frequently asked questions

Do I need a separate layout for each scheme?

No.

But it is strongly recommended.

Can I create multiple schemes?

Yes.

Only one can be the default.

Can I use a scheme without reminders?

Yes.

Turn off the automatic reminder options.

Why are my second and third invoice reminders sent too close together?

The period between reminders is configurable per invoice scheme.

Go to Settings → Invoice Schemes.

Check the days between the second and third reminder in the scheme you use.

Some schemes may have a shorter gap, such as five days.

Adjust that setting if needed.

Related topics

• Create an invoice layout
• Create an invoice email template
• Set payment terms in an invoice scheme