The AP/AR Settings page lets you set up everything your client needs for invoicing, estimating, and bill management — all in one place. You control payment terms, tax defaults, PDF templates, late charges, and which accounts the system posts to.
This guide walks through every tab, one at a time, in the order they appear on screen.
Getting Here
- Open the main sidebar and select a Bookkeeping Client.
- In the client sidebar, click AP/AR Settings (under the settings section).
The page opens to the Invoices tab. A Save Settings button sits in the top-right corner — you can change values across multiple tabs, then save everything at once.
Invoices Tab
This tab controls what appears on every new sales invoice by default.
Set Payment Terms
- Find the Default Payment Terms dropdown.
- Choose one of the following:
| Option | What It Means |
|---|---|
| Due on Receipt | Payment is expected immediately. |
| Net 15 | Payment is due within 15 days of the invoice date. |
| Net 30 | Payment is due within 30 days of the invoice date. |
| Net 45 | Payment is due within 45 days of the invoice date. |
| Net 60 | Payment is due within 60 days of the invoice date. |
Set Default Tax Rate
- Find the Default Tax Rate dropdown.
- Choose a sales tax rate from the list (for example, "GST (5%)" or "HST (13%)"), or leave it on No default tax if your invoices do not always carry the same tax.
Add Terms and Conditions
- Scroll to the Default Terms & Conditions text box.
- Type or paste your standard legal terms, return policy, or payment instructions.
- These words appear on every new invoice — you can still edit them on a per-invoice basis later.
✓ Tip: Keep terms generic here. You can customize them on individual invoices when something unique comes up.
Add a Footer Message
- Use the Default Footer Message text box for a short sign-off line such as "Thank you for your business!"
- This line appears at the very bottom of every new invoice.
Turn On Payment Reminders
- Find the Automatically send payment reminders toggle.
- Click the switch to turn it on.
- A new field appears: Days past due before sending. Enter a number
(for example,
7). - The system will send one reminder email per overdue invoice once it crosses that threshold.
ℹ Info: Reminders are sent automatically once per invoice. You do not need to trigger them manually.
Invoice Templates Tab
This tab lets you pick the PDF design used when you download or email an invoice.
Choose a Template
- Click on any of the eight template cards. Each shows a miniature preview of its layout.
- The selected card gets a blue border and a checkmark.
| Template | Best For |
|---|---|
| Standard Professional | Everyday invoices with a balanced layout. |
| Compact Ledger | Invoices with many line items. |
| Formal Letterhead | Formal, document-first presentation. |
| Service Detail | Invoices where service notes and due dates matter most. |
| Product Remittance | Product invoices with a payment reference block. |
| Project Summary | Invoices tied to a project or purchase order. |
| Public Sector | Structured, institutional-style invoices. |
| Monochrome Clean | Black-and-white printing. |
Preview Your Selection
- Look at the info bar below the template cards — it shows the name of the currently selected template.
- Click the Preview PDF button to open a full sample PDF in a new browser tab.
Estimates Tab
This tab works just like the Invoices tab, but for estimates (quotes).
Set Estimate Validity
- In the Default Validity (Days) box, type how many days an estimate
remains valid (for example,
30). - This number prints on every new estimate.
Set Default Tax Rate
- Choose a tax rate from the dropdown, or leave it at No default tax.
Add Terms and Footer
- Use the Default Terms & Conditions box for estimate-specific legal text.
- Use the Default Footer Message box for a closing line.
Estimate Templates Tab
This tab mirrors the Invoice Templates tab, but applies to estimate PDFs.
- Click a template card to select it.
- The selected card gets a blue border and checkmark.
- Use the Preview PDF button to see a full sample.
ℹ Info: Invoice and estimate templates are set independently. You can use different designs for each.
Bills Tab
This tab sets defaults for purchase bills (money you owe to vendors).
Set Default Tax Rate
- Choose a purchase tax rate from the dropdown, or leave it at No default tax.
- The list shows purchase tax rates (not sales tax rates).
Add Default Notes
- Use the Default Terms & Conditions / Notes text box.
- Type any notes that should appear on every new bill — such as internal approval instructions or vendor payment terms.
Accounts Tab
This is where you tell the system which general ledger accounts to use for invoices, estimates, and bills.
⚠ Warning: The AR and AP accounts lock permanently once saved. Choose carefully — they cannot be changed later.
Set the Default AR Account (Required)
- Find the Default AR Account (Invoices) dropdown.
- Pick an accounts receivable account from the list. Accounts are sorted with AR-type accounts first.
- A confirmation dialog appears. Read the warning, then click Confirm & Lock Account.
- The account saves immediately and a green Locked badge appears beside the label. The dropdown becomes disabled.
Set the Default AP Account (Required)
- Find the Default AP Account (Bills) dropdown.
- Pick an accounts payable account from the list.
- Confirm in the dialog. The account locks the same way as the AR account.
Set the Default Revenue Account (Optional)
- Use the Default Revenue Account dropdown.
- Pick the account that invoice and estimate line items should default to.
- You can leave this on None and pick a revenue account per line item instead.
Set the Default Expense Account (Optional)
- Use the Default Expense Account dropdown.
- Pick the account that bill line items should default to.
- You can also leave this on None.
Late Charges Tab
This tab lets you automatically charge interest and penalties on overdue invoices.
Enable Late Charges
- At the top of the tab, flip the Enable Late Charges switch.
- Three additional cards appear below: Interest, Penalty, and Automation.
Set Up Interest Charges
- Inside the Interest Charges card, flip the Enable Interest switch.
- Fill in the fields that appear:
| Field | What to Enter |
|---|---|
| Annual Interest Rate (%) | The yearly interest rate, for example 18. |
| Calculation Frequency | Daily (applies from day one past grace) or Monthly (applies after each full 30-day period). |
| Grace Period (days) | Number of days past the due date before interest starts, for example 0 or 5. |
| Interest Income Account | The revenue account where interest income is recorded. |
| Tax Rate on Interest | Optional — the tax rate to apply to interest charges. |
Set Up Penalty Charges
- Inside the Penalty Charges card, flip the Enable Penalty switch.
- Fill in the fields:
| Field | What to Enter |
|---|---|
| Penalty Type | Flat Amount ($) for a fixed dollar penalty, or Percentage of Balance (%) for a percent-based penalty. |
| Penalty Amount / Rate | The dollar amount or percentage, for example 25.00 or 2.5. |
| Penalty Income Account | The revenue account where penalty income is recorded. |
| Tax Rate on Penalty | Optional — the tax rate to apply to penalty charges. |
Set Up Automation
- Inside the Automation card, flip the Auto-Apply Late Charges switch.
- Enter a Minimum Days Overdue value (for example,
30). - The system will run nightly and apply charges to invoices that are overdue by at least that many days.
ℹ Info: An invoice receives at most one automatic late charge per calendar month, even if it remains overdue.
Currency Tab
ℹ Info: This tab only appears if your plan includes multi-currency support.
Turn On Multi-Currency
- At the top of the tab, flip the Multi-Currency Mode switch.
- The remaining currency fields appear.
Set Your Home Currency
- Choose your Home Currency from the dropdown (for example, CAD).
- This is your functional currency — all reports convert foreign amounts back to this currency.
Set the Default Transaction Currency
- Choose a Default Transaction Currency from the dropdown.
- This currency is pre-selected whenever you create a new invoice, bill, or journal entry.
Set Forex Accounts
- Pick a Realized Forex Gain/Loss Account — used when you actually settle a foreign-currency transaction.
- Pick an Unrealized Forex Gain/Loss Account — used at period end for outstanding foreign-currency balances.
✓ Tip: Exchange rates are fetched automatically every hour. You can still override the rate on individual transactions when needed.
Saving Your Changes
- After you have made changes on any tab, click the Save Settings button in the top-right corner of the page.
- A green toast message confirms "Settings saved successfully."
- If something goes wrong, a red toast explains the error.
⚠ Warning: The AR and AP accounts save and lock immediately when you confirm them in the dialog — you do not need to click the main Save button for those two fields. All other settings wait for the Save button.
Frequently Asked Questions
Can I change the AR or AP account after it is locked?
No. Once you confirm the AR or AP account, it is locked permanently. This protects your financial data integrity. Choose carefully before confirming.
Do I have to fill in every field?
No. Only the AR and AP accounts are required. Everything else is optional and can be left blank or set to "None."
Will my changes affect invoices I already sent?
No. The settings on this page only apply to new invoices, estimates, and bills created after you save. Existing documents keep whatever values they had at the time they were created.
How do I know which template to pick?
Use the miniature preview on each card to compare layouts. For a closer look, click Preview PDF to open a full-size sample. You can switch templates at any time.
What happens if I turn off late charges later?
Turning off the master Enable Late Charges switch hides the interest, penalty, and automation cards, but your configured values are preserved. If you turn it back on, your previous settings reappear.
Can I use different templates for invoices and estimates?
Yes. The Invoice Templates tab and Estimate Templates tab are independent. Select a different template on each tab.