Configure & Setup

Configure & Setup

Invoice Numbering

Navigate to Settings > Billing > Invoice Numbering

By default, new StayOnHire accounts will begin their invoice numbering schedule with:

• Invoice Number Prefix: "None"

• Next Invoice Number: "01"

• Invoice Number Padding: "2"

Due Date

Navigate to Settings > Billing > Due Date

By default, new StayOnHire accounts will have their default invoice date set to pre-fill as:

• Due Date: "Today's Date"

By changing this to one of the listed options available, any newly drafted invoice in StayOnHire will insert a due date better suited to your business needs.

Billing Cycles

'Billing cycles' determine how many invoices will be drafted between the start and end of a job, in order to invoice your customers accurately in sync with your calendar and on/off hire times.

A company may have multiple billing cycles and apply them differently on each job, for example:

Customer 1 is invoiced on the '1st of the month', for the calendar month

Customer 2 is invoiced on 'Monday weekly'

These cycles can be saved to an individual contact or set each time you create a new job.

Create a new billing cycle

1. Navigate to Settings > Billing > Default Billing Cycle and click the 'Manage' option

1. Click the add "+" button located In the top right-hand side of the page

1. Answer each of the following fields to create a new cycle

• "Frequency" displays the most common types of recurring configurations

• "Invoice From" allows you to change when and how you want this cycle to begin invoicing (commonly 'after the first asset is on hired' or ' on the contract start date')

• "Invoice Until" allows you to change when and how you want this cycle to stop invoicing (commonly 'after the last asset is off hired' or ' on the contract end date')

• "Cycle Name" will appear as an option when you toggle on the desire to "Save this billing cycle for future use". This is intended to be a short nickname that everyone in your company can recognise, such as '1st of the month'

Set a default billing cycle

Navigate to Settings > Billing > Default Billing Cycle

By default, new StayOnHire accounts will have their default billing cycle set to:

• Default Billing Cycle: "Today's Date"

By changing this to one of the listed options available, any newly drafted invoice in StayOnHire will insert a due date better suited to your business needs.

Invoice Customisation

Navigate to Settings > Billing > Customise Invoice

Invoice Reference

By default, new StayOnHire accounts will have their default invoice reference field set to pre-fill as:

• Reference: None

Adding a StayOnHire {{ReferenceTag}} into this field will pre-fill newly drafted invoice with a reference to StayOnHire data.

This can then allow unique job data to be sent to third party accounting integrations.

Custom Reference Tags

There is currently only one customisable reference tag: {{InvoiceNotes}}

This tags can be inserted around billing documents and by default, this will be set to the bottom of default StayOnHire invoices:

{{InvoiceNotes}}: Please make payment to the following recipient with "{{InvNumber}}" as the payment description/reference, thank you.

{{OrgName}} BSB: {{OrgBankBSB}} Account #: {{OrgBankAccountNumber}}

Adding StayOnHire Reference Tags into this field will pre-fill newly drafted invoice with a reference to StayOnHire data.

Auto-invoice Drafting

Navigate to Settings > Billing > Auto-invoice drafting

Auto-invoice drafting

By default, new StayOnHire accounts will have their default auto-invoice drafting settings set as:

• Create drafts: "Never"

By changing this setting, you are enabling turning on the automatic generation of new draft invoices based on your calendar and schedule.

Invoice duration of hire pre-fill

By default, new StayOnHire accounts will have their default auto-invoice drafting settings set as:

• Row pre-fill: "Confirmed on hire times"

By changing this to one of the listed options available, any newly drafted invoice in StayOnHire will insert a due date better suited to your business needs.