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Help Center › Admin screens, field by field › Settings → Invoice design: default content and reminder plan
Settings → Invoice design: default content and reminder plan
Field-by-field guide to invoice notes, payment text, tax, due days, custom fields and the default reminder plan.
Where to find it: Contractor Hub → Settings & Integrations → Settings → group Money → tab 🧾 Invoice design, scrolling to the cards 📝 Default content and ⏰ Default reminder plan. Owner screen.
What it controls: the words, tax, due date and automatic payment reminders that every new invoice starts with. You can still change them on an individual invoice. Look and layout are in settings-invoice-design-look-and-layout. Everything on both articles is saved by the single Save invoice design button at the bottom.
Before you start
- Texts in reminders only go if texting is set up and your plan includes it. See
set-up-twilio-texting. - If you take card payments, finish Get paid online first so the “View & pay” link works. See
settings-get-paid-online.
Fields: 📝 Default content
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Custom fields: Label (e.g. PO number) |
Names an extra line printed on every invoice (in the “Custom fields” section). A row with no label is dropped on save. | PO number | Up to 60 characters; up to 12 rows. |
Custom fields: Default value (optional) |
The value printed beside the label unless changed on the invoice. | Leave blank to fill in per invoice. | Up to 200 characters. |
| Custom fields: Remove (X button) | Removes that row. | Click, then save. | |
+ Add a field to every invoice |
Adds an empty label/value row. | Click. | |
Notes |
Default note text (the “Notes” section). | Thanks for letting us care for your yard this season. | Blank. Up to 2000 characters. |
How to pay |
Default payment instructions (the “How to pay” section). | Pay online with the button, or checks payable to Green Acres LLC. | Blank. |
Terms |
Default terms text (the “Terms” section). | Payment is due by the due date shown. | “Payment is due by the due date shown. Thank you for your business.” |
Thank-you message |
Default closing line. Only shows if that section is ticked. | Thank you for choosing us! | “Thank you for choosing us!” (section is off by default) |
Footer |
Small line at the bottom. | Green Acres LLC · 1 Yard Rd · Licensed & insured | Blank. |
Default sales tax % |
Tax rate a new invoice starts with. Whole range 0 to 30; decimals allowed. | 6.35 | 0 |
Default due in (days) |
Days after the invoice date that payment is due. Range 0 to 120. | 14 | 14 |
Fields: ⏰ Default reminder plan
“Sent automatically for every invoice that isn’t paid yet, unless you choose a custom plan or none on the invoice. Reminders stop the moment it’s paid.” The list is sorted by timing. Up to 12 reminders are kept.
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Checkbox at the left of a reminder | Switches that reminder on or off. | Untick to pause it. | See defaults below. |
Days |
How many days before or after the due date. Hidden when the timing is “on the due date”. 0 to 365. | 3 | |
| When (select) | before due, on the due date or after due. |
Pick one. | Choosing “on the due date” sets days to 0. |
| Channel (select) | email, text or email + text. |
Pick one. | Picking text without texting set up shows a message and the reminder goes by email only until texting works. |
Edit message |
Opens or closes the wording boxes. | Click. | Hidden at first. |
Email subject |
Subject of the reminder email (up to 200). | Reminder: invoice {invoice_number} | Shown for email and both. |
Email |
Body of the email (up to 4000). | See default wording on screen. | |
Text message |
Body of the text (up to 600). “Reply STOP to opt out” is added for you and texts never go out overnight. | Keep it short. | Counter shows characters used. |
| 11 insert chips | Types a code into the box you last clicked: {customer_first_name} (First name), {customer_name} (Customer), {invoice_number} (Invoice #), {invoice_title} (Title), {invoice_amount} (Amount), {invoice_due_date} (Due date), {days_late} (Days late), {days_until_due} (Days until due), {invoice_link} (Pay link), {company_name} (Your company), {contractor_name} (Your name). |
Tap to insert. | {customer_first_name\|there} gives a fallback word. |
Send me a test |
Sends this reminder to you right now using the current text on screen. | Click while editing. | Toast says it was sent, or why not. |
| Remove reminder (X) | Deletes that reminder. | Click. | |
+ Add a reminder |
Adds an “after 10 days, by email” reminder. | Click, then edit. |
The starting reminders (placeholder timings, not approved; set your own)
| When | Channel | On? |
|---|---|---|
| 3 days before due | on | |
| On the due date | email + text | on |
| 3 days after due | text | on |
| 7 days after due | email + text | on |
| 14 days after due | on | |
| 30 days after due (“Final notice”) | off |
Steps
- Scroll to 📝 Default content. Fill How to pay, Terms and Footer.
- Add custom fields only if you really need them.
- Set Default sales tax % and Default due in (days).
- In ⏰ Default reminder plan, tick the reminders you want and set each one’s timing and channel.
- Click Edit message on one reminder and press Send me a test to see it in your inbox.
- Click Save invoice design.
Tips
- Separately, Messages & alerts has an “Invoice overdue nudge” message with its own timing (off by default). The two are set in different places; which one wins when both are on is not verified in code, so use one.
- Keep late-payment wording polite; the starting wording already is.
If something goes wrong
- “Not sent” on a test: the toast shows the reason, such as no email on your profile.
- Texts not arriving: see the Channel row above and
settings-get-paid-online. - Tax shows 0: the field was left at 0 or text was typed; type a number.