The Invoice settings tab and page

SECURITY  Security level with access to Contracts, and account managers and account team members if the Allow Account Managers and Account Team Members to access the Organization page’s Financial View for their accounts, even if they do not have access to the Contracts module is enabled.

NAVIGATION   > CRM > Search > Organizations > click Search > click an organization name >  accessory tabs > Invoice Settings

NAVIGATION   > Contracts > Invoicing / Items to Invoice > context menu > View/Edit > Organization Invoice Settings

The Invoice Settings tab where you can customize billing settings for an individual organization appears on the accessory tabs of the Organization page. It displays the same fields as the Invoice Settings page associated with the organization. These settings will be used when you generate invoices using the batch invoicing process, and will be the defaults when you generate a single invoice. To open the page, use the path(s) in the Security and navigation section above.

NOTE  Many default invoice settings can be changed during the invoicing process. Refer to Processing invoices.

To configure invoice settings, complete the following fields:

Field Description
General
Invoice Template

This field appears on pages where the invoice template can be selected. An invoice template allows you to define the layout and style elements, data fields, and grouping and sorting options on your invoices. Refer to The Invoice settings tab and page.

Select an active invoice template for processing this batch of invoices, or a default invoice template for an organization or a country. The selection you make here will override any setting at the system, country, or organization level.

Invoice non-contract Items to Parent Organization Select this check box if you would like billable items that are not associated with a parent or sub-organization contract to always be invoiced to the parent organization. When this check box is selected, billable items will appear under the parent organization, not the sub-organization, on the Invoicing / Items to Invoice page.
Refer to Invoicing sub-organization items to a parent organization.

NOTE  If the parent/sub-organization relationship is terminated, any non-posted billing items without a contract will appear under the sub-organization on the Invoicing / Items to Invoice page.
Tax Settings
These settings can also be managed on the Organization pages.
Tax-Exempt

Tax-exempt items invoiced to this organization will not be taxed, regardless of the tax category applied to the billing item. You can override theTax Exempt setting for an organization location.

NOTE  For QuickBooks Users: The Tax-exempt status flag is transferred to QuickBooks with a new customer. If the Tax Exempt setting is overridden at the organization location level, this is disregarded in QuickBooks, because a location is not a separate customer.
Tax Region

Select the tax jurisdiction whose tax rules will apply to this organization or organization location. This field is inherited by entities that are part of the billing workflow but can be overridden on a quote or invoice. The tax region selected on the quote or invoice, together with the tax category applied to the billing items via the billing codes, determine the taxes on each billing item.

Refer to Configuring your tax table.

NOTE  For QuickBooks users: The Tax Region is transferred to QuickBooks. If the Tax Region setting is overridden at the organization location level, this is disregarded in QuickBooks, because a location is not a separate customer.
Tax ID

The tax identification number for this organization.

  • To display the customer's Tax ID on a quote or invoice, add the Organization: Tax ID variable to the Invoice Template.

  • To display your local organization's Tax ID, ACN, ABN, VAT or other tax identifier on an invoice, enter the identifier in the contract system setting Tax ID, ACN, ABN, VAT etc. (to display on invoices and quotes). Then, add the variable Your Company: Tax ID, ACN, ABN, VAT, etc. to the invoice template.
Billing Address
Use Organization Address When this is selected, the Billing Address area of the invoice will include the organization address as listed on the Organization page (CRM > Organizations > find organization > Organization page).
Use Parent Organization Address Applies to Sub-organizations Only:
Select this option when you would like the invoice Billing Address to include the parent organization address as listed on the Organization page (CRM > Organizations > find organization > Organization page). Select this option if the invoice is always sent to the parent organization's regular address.
Use Parent Organization Billing Address Applies to Sub-organizations Only:
Select this option when you would like the Billing Address area of the invoice to include the parent organization address as listed on the Invoice Settings page in Financials (CRM > Organizations > find organization > Organization page > Financials tab > Invoice Settings). Select this option if the invoice is always sent to the parent organization's billing address.

NOTE  If you select one of the parent organization addresses for a sub-organization's invoice, the sub-organization name will still appear on the first line of the mailing address. If the parent organization has an entirely different name, you can use the Enter Address Manually option instead and add the parent organization name in the Attention line to clarify.
Use Location Address Select this option when you would like the invoice Billing Address to display the address of an organization location. Select the appropriate location from the data selector, or click + to add a new location.
Attention Enter a name to address the invoice to a particular person.
Billing Address

This view-only field is populated with the information for the address option selected (i.e., organization, parent organization, parent organization billing address, or a manually entered address).

Note for Users who Invoice in Other Accounting Packages: This information will be transferred to QuickBooks and appear in the Export Wizard.
Invoice Emailing
Invoice Emailing Enabled Select this check box to enable the emailing of invoices to this organization.
Invoice Email Message Select the email template to attach the invoice to, or create a new one. Refer to Adding or editing email message templates for invoices or quotes.
Contact Recipients (Notify via To)

The contact recipient is the customer contact to whom the invoice is emailed. Select or enter the customer contacts to whom you would like to send the invoice email when invoices are processed.

  • If the organization is a sub-organization of another organization, you can select a contact from the list of parent organization contacts that appear after the sub-organization contacts.
  • When importing organizations, you can enter only one name. The import will fail if the Contact Invoice Recipient (single value) is invalid and or inactive.
Resource Recipients (Notify via BCC)

The resource recipient is the internal user to whom the invoice is emailed. Select or enter the user name to whom you would like to send the invoice email when invoices are processed

  • When importing organizations, you can enter only one name. The import will fail if the Resource Invoice Recipient (single value) is invalid and or inactive.

NOTE  You can also set the CC: and BCC: fields in the Invoice Email Message, which is configured by your Autotask Administrator. Autotask combines recipient settings from both fields and then removes duplicates. Refer to Adding or editing email message templates for invoices or quotes.
Other Email(s) Enter recipients whose email addresses are not found in Autotask. Separate addresses with a semi-colon.
Account Manager (notify via BCC) Select this check box to send a copy of each invoice to the account manager via blind carbon copy.
External Accounting Options
External Accounting Options

Select how the invoice will be transmitted to the customer. The value you select here is included in the billing data export and can be referenced by external accounting integrations.

This field may be populated with the default setting selected in the QuickBooks Invoice Method (refer to System settings that impact QuickBooks users).

The following options are available:

  • Blank: An Autotask invoice transferred to QuickBooks for this organization will have neither the To be printed nor the To be e-mailed check box selected.

  • Email: An Autotask invoice transferred to QuickBooks for this organization will have the To be e-mailed check box selected.

  • Print: An Autotask invoice transferred to QuickBooks for this organization will have the To be printed check box selected.

  • Print + Email: An Autotask invoice transferred for this organization will have the To be printed and the To be e-mailed check boxes selected.