This guide shows you how to configure your invoicing settings in Programa so your invoices are branded, numbered correctly, and ready to send before you create your first one.
Top Tip: Set up your invoicing settings before sending your first invoice. Changes made here apply to all future invoices by default, though most settings can also be adjusted on individual invoices at the time of creation.
Video Overview
Navigating to Invoicing Settings
There are three ways to reach your Invoicing settings:
Click the dropdown next to your studio name in the top-left corner, select Settings, then click the Invoices tab
Go to the Invoices tab in the left navigation, then click the settings icon in the top-right of the Invoices page
If you have not set up invoicing yet, go to the Invoices tab and click Get Started under the Setup Business section
Note: Invoicing settings are available to Owner roles only. Team members with other access levels will not see this section.
Invoice logo
Click the logo box to upload your studio logo. Once added, your logo will appear on all invoices sent to clients.
You can upload your logo directly here, or it will pull through automatically if you've already added one in your Studio settings. Either way works, if the logo field appears blank, simply upload one here or add it in Studio settings first.
Business information
Click Manage Business Information to enter your studio details. This information appears on every invoice you send, so make sure it matches your registered business details.
Fields include:
Business name
Business tax number (e.g. ABN in Australia, EIN in the US)
Email address
Phone number
Company address including street, city, state/region, country, and postal code
Click Done to save your changes.
Note: Your business information is pulled from your Studio settings if you've already added it there. If these fields appear blank, you can fill them in directly here or add them in Studio settings first, either works.
Custom invoice numbers
Customise how your invoice numbers are formatted and sequenced. All four fields work together to build your invoice number format:
Prefix: a custom label at the start of each invoice number (e.g. INV or your studio initials)
Separator: the character between your prefix and the number (e.g. a dash produces INV-0001)
Minimum digits: the digit length of the number (e.g. setting 4 digits displays invoice 1 as 0001)
Starting number: the number your sequence begins from (useful if you are continuing a sequence from another system)
Invoice numbers increment automatically from your starting number each time a new invoice is created. A live preview updates as you adjust each field so you can see exactly how your invoice number will look before saving.
Default split payment settings
Set the default format Programa uses when creating split payment instalments.
Choose between:
Amount: instalments are entered as fixed dollar values (e.g. a $1,000 deposit)
Percentage: instalments are entered as a percentage of the total invoice (e.g. a 50% deposit)
This sets the default for all new invoices with split payments. You can return here to update it at any time.
Timezone
Select the timezone for your invoices. This determines how issue dates and payment due dates are calculated and displayed. Set this to the timezone your studio operates in.
Invoice details (footer)
The Invoice details field appears at the bottom of every invoice PDF. Use it to include standard information you want clients to see on every invoice, such as:
Terms and conditions
Legal disclaimers
Any other standard notes relevant to your studio
Text entered here applies to all invoices by default. It can be edited on individual invoices at the time of creation if you need to vary the message.
Payment method
We have built Programa Pay as the easiest way to get paid, with embedded chargeback protection and integration with your bookkeeping platforms. By using Programa Pay, you will be automatically notified in Programa when an invoice is opened (coming soon) and paid. We appreciate that you may want to offer other payment methods to your clients. This is where you can add additional methods, which will then appear on invoices sent to clients.
By using Programa Pay, your clients will automatically be able to pay by bank transfer (ACH), credit card and debit card through the payment link in their invoice. You do not need to enter those details into the Payment methods field.
Contact our support team via live chat if you have questions about which payment methods are available in your region.
Payment terms
Create the payment terms your studio uses so they are available to select when creating invoices.
To add a payment term:
Click + Add payment term
Enter a name for the term (e.g. Net 30, Net 45, Due on receipt)
Enter a description if needed
Enter the number of days for the payment term
Click Save
You can add as many payment terms as you need. Once created, they will appear as options in the Payment term field when creating any new invoice.
Invoice automations
Invoice automations keep your schedule statuses in sync with your invoicing activity automatically.
When an invoice is sent: products included in that invoice are automatically updated to an Invoiced status in the corresponding schedule
When an invoice is paid or marked as paid: products included in that invoice are automatically updated to Partial Payment or Paid status in the corresponding schedule
Toggle on the automations you want to use. These can be turned on or off at any time and take effect immediately.
Note: Automations only update products that are included as line items in the relevant invoice. Products not on that invoice are not affected.
Need help configuring your invoice settings? Contact our support team via live chat for personalized assistance.