# Configure & Setup

{% hint style="info" %}
Invoicing requires billing features be active in your StayOnHire account and that your account has the appropriate permissions to view, create, edit and delete billing data. Refer to [Activate Billing](https://docs.stayonhire.com/billing/invoicing/getting-started/pages/6GFzcrlovmNSl6WNeEBX#id-1.-activate) and [User Permissions](https://docs.stayonhire.com/billing/invoicing/getting-started/pages/6GFzcrlovmNSl6WNeEBX#id-3.-user-permissions) for more information.
{% endhint %}

## Configure & Setup

### Invoice Numbering 

Navigate to [Settings > Billing > Invoice Numbering](https://app.stayonhire.com/org/billing/invoice-numbering)

<figure><img src="/files/3ug1PLJj1QpzhK2Y7KIB" alt=""><figcaption></figcaption></figure>

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

* Invoice Number Prefix: "None"
* &#x20;Next Invoice Number: "01"
* Invoice Number Padding: "2"

<figure><img src="/files/9RXatF8GwvDNSM40D2ZJ" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Some businesses customer their invoice numbering to differentiate between invoices generated in StayOnHire compared to those created in an integrated accounting system. \
\
For example, invoices in StayOnHire can be configured to increment as *"SOH-001, SOH-002, SOH-003"* etc. while letting your accounting integration increment as *"INV-001, INV0-002, INV-003"* etc.
{% endhint %}

### Due Date

Navigate to [Settings > Billing > Due Date](https://app.stayonhire.com/org/billing/invoice-due-date)

<figure><img src="/files/XsMXwryqZSenZi1ENO9j" alt=""><figcaption></figcaption></figure>

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

* Due Date: "Today's Date"

<figure><img src="/files/2nCOxYWhx6c5sI9CbnmK" alt=""><figcaption></figcaption></figure>

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.&#x20;

### 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*&#x20;

*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](https://app.stayonhire.com/org/billing/default-billing-cycle) and click the 'Manage' option

<figure><img src="/files/dP2AQMdx8gCWTVN8g0yQ" alt=""><figcaption><p>The manage billing cycles settings button</p></figcaption></figure>

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

<figure><img src="/files/kB3TRSYcwA4GjIuqy6FL" alt=""><figcaption><p>A popup modal will appear asking for a few variables</p></figcaption></figure>

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

* "Frequency" displays the most common types of recurring configurations&#x20;
* "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'

<figure><img src="/files/tSCWx3YZwXu9KEFxzTe7" alt=""><figcaption></figcaption></figure>

#### Set a default billing cycle

Navigate to [Settings > Billing > Default Billing Cycle](https://app.stayonhire.com/org/billing/default-billing-cycle)

<figure><img src="/files/rzqjSifQuZN6lYQ1OKpY" alt=""><figcaption></figcaption></figure>

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

* Default Billing Cycle: "Today's Date"

<figure><img src="/files/2nCOxYWhx6c5sI9CbnmK" alt=""><figcaption></figcaption></figure>

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.&#x20;

### Invoice Customisation

Navigate to [Settings > Billing > Customise Invoice](https://app.stayonhire.com/org/billing/customise-invoice)

<figure><img src="/files/X3yyuhnsa12QxQdZWCE6" alt=""><figcaption></figcaption></figure>

#### 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}}](/documents/templates/reference-tags.md) into this field will pre-fill newly drafted invoice with a reference to StayOnHire data.&#x20;

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

{% hint style="info" %}
Common examples used include **`{{JobPONumber}}`** or **`{{JobSiteAddress}}`**.
{% endhint %}

<figure><img src="/files/si12pc4ykf4ipgmyxMCR" alt=""><figcaption></figcaption></figure>

#### Custom Reference Tags

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

<figure><img src="/files/PXJPZiWPJj9TarGK6UWX" alt=""><figcaption></figcaption></figure>

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](/documents/templates/reference-tags.md) into this field will pre-fill newly drafted invoice with a reference to StayOnHire data.&#x20;

### Auto-invoice Drafting

Navigate to [Settings > Billing > Auto-invoice drafting](https://app.stayonhire.com/org/billing/invoice-auto-drafting)

<figure><img src="/files/ZgP7juV09bwuUN0O2oHi" alt=""><figcaption></figcaption></figure>

#### 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.&#x20;

{% hint style="info" %}
Draft invoices do not sync to third party accounting integrations. Unwanted draft invoices can be deleted with ease.
{% endhint %}

<figure><img src="/files/YfdYoGwJkfTN6TITQyD6" alt=""><figcaption></figcaption></figure>

#### 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"

<figure><img src="/files/D70t9nO4Xk98yTNsHezf" alt=""><figcaption></figcaption></figure>

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.


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