# 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/..#id-1.-activate) and [User Permissions](https://docs.stayonhire.com/billing/invoicing/getting-started/..#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)
By default, new StayOnHire accounts will begin their invoice numbering schedule with: * Invoice Number Prefix: "None" * Next Invoice Number: "01" * Invoice Number Padding: "2"
{% 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)
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](https://app.stayonhire.com/org/billing/default-billing-cycle) and click the 'Manage' option

The manage billing cycles settings button

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

A popup modal will appear asking for a few variables

3. 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](https://app.stayonhire.com/org/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](https://app.stayonhire.com/org/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}}](https://docs.stayonhire.com/documents/templates/reference-tags) 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. {% hint style="info" %} Common examples used include **`{{JobPONumber}}`** or **`{{JobSiteAddress}}`**. {% endhint %}
#### 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](https://docs.stayonhire.com/documents/templates/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](https://app.stayonhire.com/org/billing/invoice-auto-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. {% hint style="info" %} Draft invoices do not sync to third party accounting integrations. Unwanted draft invoices can be deleted with ease. {% endhint %}
#### 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.