Configure & Setup

This page covers how you can customise the settings of your planning system.

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Job Numbering

Job numbering in StayOnHire is customizable to suit how your business prefers to generate new job numbers automatically.

By default, your account will be set to generate job numbers sequentially:

JOB-01, JOB-02, JOB-03, etc.

This can, however, be customised to suit your business with increased number padding or prefixes, or even unique to each contact, such as:

0001, 0002, 0003, etc. (increased number padding)

JOB-0001, JOB-0002, JOB-0003, etc. (adding a job number prefix)

ABC-0001, XYZ-0001, ABC-0002, etc. (unique & sequential to each customer)

Navigate to Settings > Features > Planning

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

• Invoice Number Prefix: "None"

• Next Invoice Number: "01"

• Invoice Number Padding: "2"

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.

Ready Status

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.

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.

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Invoice Customisation

Navigate to Settings > Billing > Customise Invoice

Invoice References

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 a newly drafted invoice with a reference to StayOnHire data.

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

Common examples used include {{JobPONumber}} or {{JobSiteAddress}}.

Custom Reference Tags

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

These 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 invoices 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.

Draft invoices do not sync to third party accounting integrations. Unwanted draft invoices can be deleted with ease.

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.