Invoice Settings

Customise how your invoices look, what they include, and how numbering works.

Invoice Numbering

Configure the pattern for auto-generated invoice numbers:

  • Format: INV-{YYYY}-{####} generates numbers like INV-2024-0001, INV-2024-0002, etc.
  • Variables:
    • {YYYY} — Current year
    • {####} — Sequential number (padded to 4 digits)
  • Next number: Set the next number in the sequence (useful when migrating from another system).

Default Payment Terms

Set the default payment terms applied to new invoices:

OptionDue Date
Upon ReceiptImmediately
Net 1515 days from issue
Net 3030 days from issue
Net 4545 days from issue
Net 6060 days from issue
CustomSpecify days

You can override the terms on individual invoices.

Documented Work Before Approval

By default, Keito only includes approved billable time and expenses in uninvoiced reports and invoice creation.

If your billing process needs to include work as soon as it is documented, turn on Include documented billable time and expenses before approval. This includes unsubmitted, submitted, and approved billable time and expenses, while excluding rejected items, running timers, and items that are already billed.

Keito still shows pending-work warnings during invoice creation so administrators can see which included items are not yet approved.

See Documented Work Before Approval for the full behaviour and deletion rules.

Tax Configuration

Set up your tax rates for automatic calculation:

Tax 1

  • Label — The name shown on invoices (e.g., “GST”, “VAT”, “Sales Tax”)
  • Rate — Percentage to apply (e.g., 10%)

Tax 2

  • Label — Second tax name (e.g., “State Tax”, “PST”)
  • Rate — Percentage to apply

Each line item can individually include or exclude each tax.

Invoice Appearance

Customise the look of your invoices:

  • Company logo — Uploaded image displayed on the invoice header.
  • Accent colour — The highlight colour used for headers and totals.
  • Show project codes — Include project codes alongside project names on line items.

Email Templates

Customise the default messages for invoice communications:

Subject Template

The default subject line when sending an invoice (e.g., “Invoice {number} from {company}”).

Body Template

The default email body text. Include a greeting, brief description, and payment instructions.

Text appended to all invoice emails (e.g., bank details, payment instructions, company registration).

Item Categories

Define categories for invoice line items to organise different types of charges:

  • Service
  • Product
  • Expense

These appear as options when adding line items to an invoice.

Payment Gateways

Connect online payment processing so clients can pay invoices directly:

  • Stripe — Cards and (US-only) ACH. Full setup steps in Stripe Payments.
  • PayPal — Enter your PayPal email or merchant ID. Clients can then pay via PayPal from their invoice portal.