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System Settings

The System Settings section provides global configuration options that influence how FusionInvoice behaves and appears. These settings are organized into tabs for easy navigation. Adjusting these parameters allows you to tailor the platform’s user interface, language, currency, invoice and quote defaults, email templates, PDF output, payment integrations, and more.

Access the System Settings by navigating to Settings > Configuration > System Settings.

General Tab

Use the General tab to define fundamental settings that affect the overall appearance, user interface, and localization of FusionInvoice.

System Settings & UI

  • Header Title Text: Enter the text or company name that appears in the header.
  • Custom Fields Display Columns: Choose the layout for custom fields (1, 2, or 3 columns) for a cleaner, more customized look.
  • Version: Displays the currently installed version of FusionInvoice. You can also click Check for Update to see if a newer version is available.
  • Default Company Profile: If managing multiple companies, select which profile is used by default.
  • Require Tag(s) on Client Notes: If set to Yes, users must add at least one tag to a client note before saving, ensuring improved organization.
  • Results Per Page: Set how many records (clients, invoices, quotes, etc.) display per page in listing views.
  • Address Format: Determine the order in which address components (street, city, state, postal code) appear on invoices and quotes. This does not change the layout on the “New Client” page, only output documents.
  • Color Scheme & Top Bar Color: Choose between Light or Dark mode (Color Scheme) and adjust the Top Bar Color to differentiate company profiles or environments.
  • Default Client Type: Select the default client type (e.g., Lead, Individual, or Company) for newly created clients.
  • Enable Shipping Features: Enable Ship-To addresses, shipping costs, and shipping methods for invoices.

Localization & Timezone

  • Language: Select the default language for the FusionInvoice interface and documents.
  • Date Format: Define how the date displays (e.g., m/d/Y).
  • Use 24 Hour Time Format: Choose between 12-hour (AM/PM) and 24-hour (HH:mm) formats.
  • Timezone: Set your company’s timezone, affecting timestamps on invoices, quotes, and logs.
  • Default Country: Choose a default country to streamline client setup.

Currency

  • Base Currency: Select the default currency for invoices and quotes.
  • Exchange Rate Mode: Set exchange rates to update automatically via the FusionInvoice API or enter them manually.
  • Number of Tax Fields: Determine if each line item on an invoice or quote has one or two tax fields.
  • Number of Decimals for Quantities and Amounts: Choose how many decimals to display for item quantities and monetary amounts.
  • Number of Decimals for Tax Rounding: Specify the rounding precision for tax calculations.

Security

  • Use Captcha in Login: If enabled, users must complete a CAPTCHA when logging in, adding an extra layer of security.

Invoices Tab

Configure default settings and behaviors for invoices generated within FusionInvoice.

  • Default Invoice Template: Select the PDF template used by default for new invoices.
  • Invoice Payment Receipt Template: Choose the template for payment receipts when clients pay.
  • Default Document Number Scheme: Define the numbering scheme that new invoices follow.
  • Invoices Default Terms: Specify default payment terms (e.g., “Net amount due in 30 days”).
  • Default Status Filter: Decide which invoice statuses are visible by default in the invoice list (e.g., All Statuses, Draft, Sent, etc.).
  • Default Footer: Enter default text that appears at the bottom of all newly created invoices.
  • Automatically Email Subscriptions: If Yes, invoices generated from subscriptions are emailed to clients automatically when the Daily Task Scheduler runs.
  • Automatically Email Payment Receipts: If Yes, clients receive automatic email receipts after paying online.
  • Online Payment Method: Set the default recorded payment method for online payments via the public invoice link.
  • QR-Code on Invoice and Quote: If enabled, a QR code appears on invoices and quotes for easy scanning.
  • Allow Invoice Delete: Allow or disallow the deletion of invoices. (If disabled, consider marking invoices as canceled.)
  • Allow Line Item Discounts: If enabled, line item-level discounts can be applied to invoices and quotes.
  • Show Invoices From: Choose whether the “From” email address on sent invoices is the user’s address or the system’s default company email.
  • Allow editing of invoices in status: By default, only Draft invoices are editable. Override this to allow editing in other statuses (e.g., Sent, Paid).
  • If Invoice Is Emailed While in Draft Status: Choose how to set the invoice date if it’s emailed while still in draft (e.g., change to today’s date or keep the draft date).
  • Include Draft Invoices in Unpaid and Overdue Lists: If Yes, draft invoices count toward unpaid and overdue totals.
  • Subscriptions & Live Invoices User: Select whether subscription-created invoices show as created by the System or the user who made the subscription.
  • Invoice Project Status Enabled: Display project status information on invoices if applicable.
  • Secure and Expire Public Invoice Links: Enable to have public invoice links expire after a specified number of days for added security.

Quotes Tab

Control how quotes are created, displayed, and converted to invoices.

  • Default Quote Template: Select the PDF template to use for new quotes.
  • Default Document Number Scheme: Choose a numbering scheme for quotes.
  • Quotes Expire After (Days): Set the default expiration period for quotes, after which the quoted price may change.
  • Default Status Filter: Decide which quote statuses display by default in the quote list.
  • Automatically Convert Quote to Invoice When Client Approves: If Yes, a new invoice is automatically generated when the client approves a quote.
  • When a Quote Is Converted to An Invoice: Determine if the resulting invoice inherits terms from the original quote or uses the system’s default invoice terms.
  • Default Terms: Set the default terms and conditions text that appears at the bottom of new quotes.
  • Default Footer: Enter default footer text for new quotes.
  • If Quote Is Emailed While in Draft Status: Choose how the quote date displays if emailed from a draft state.
  • Allow Payments on Quotes (Y/N): Enable or disable allowing clients to pay directly from a quote.

Taxes Tab

Define default tax rates applied to invoice and quote line items.

  • Default Item Tax Rate: The primary tax rate applied by default to new line items.
  • Default Item Tax 2 Rate: If two tax fields are enabled, this is the secondary default tax rate for new line items.
  • Enable VAT ID: If required, enable VAT ID handling, making it easier to work with VAT invoices and clients.

Note: Manage tax rates under Configuration > Tax Rates.

Email Tab

Configure email sending methods, templates, and automatic notifications.

  • Email Sending Method: Select the method for sending emails (e.g., SMTP, SendGrid API).
  • SendGrid Key / Other Settings: Depending on the selected method, provide API keys or SMTP credentials.
  • Reply To Address / Mail From Address / Mail From Name: Set the default reply-to and from addresses, as well as the displayed sender’s name.
  • Always CC Address / Always BCC Address: Add CC or BCC recipients for all outgoing emails if desired.
  • Send Email Test: Validate your settings by sending a test email.
  • Ad Hoc Email Templates: Configure templates for Quotes, Invoices, Overdue Invoices, Payment Receipts, and Upcoming Payment Notices. Each template has placeholders you can customize. Use these templates to standardize communication and maintain a consistent brand voice.

PDF Tab

Control how PDF documents (invoices, quotes, etc.) are generated.

  • Paper Size: Select a default paper size (e.g., Letter, A4).
  • Paper Orientation: Choose between Portrait or Landscape orientation.
  • PDF Driver: Select the PDF engine used for generating documents (e.g., domPDF).

Online Payments Tab

Set up and manage online payment gateways and related fees.

  • Payment Gateways (Mollie, PayPal, Square, Stripe): Enable/disable gateways, provide API credentials, and specify modes (Sandbox or Live).
  • Payment Button Text: Customize the text displayed on payment buttons for each gateway.
  • Expense Vendor: Select an expense vendor to record processing fees as expenses, if desired.
  • Record Merchant Fees as Expenses: If Yes, merchant fees from online payments can be recorded automatically as expenses.
  • Enable Online Payment Processing Fees: If enabled, add a fee percentage or fixed amount to online payments.
  • Fee Explanation & Taxes: Optionally provide an explanation for the fee and apply taxes to these fees as needed.

Advanced Options Tab

Toggle advanced features for more complex scenarios.

  • Company Profiles: Enable or disable the ability to manage multiple company profiles.
  • Advanced Payment Terms: Enable advanced payment terms features for more complex billing scenarios.
  • Client Center: Enable or disable the client center portal, allowing clients to view their invoices, quotes, and related documents online.

System Tab

Review environment details and perform system-related actions.

  • Version & License Key: View your current FusionInvoice version and license key.
  • Check for Update / Change License: Check if an update is available or change your license key.
  • Git Status: Shows version control details if applicable.
  • Free Space, PHP Version, Database Version, Webserver: Monitor system resources and environment details.
  • PHP Extensions & Permissions: Confirm that required PHP extensions are enabled and that the storage folder is writable.

About Tab

Review license information, terms, and acknowledgements.

  • FusionInvoice License Agreement: Read the terms and conditions governing your use of the software.
  • Third Party Software Libraries: View attributions and licenses for third-party libraries integrated into FusionInvoice.

By leveraging the configuration options in each tab, you can fine-tune FusionInvoice to align with your branding, improve operational efficiency, ensure compliance with regional requirements, and provide a seamless client experience.

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