Estimates, Invoices & Purchase Orders Settings

One Settings page controls how every Estimate, Invoice, and Purchase Order in your account is numbered, taxed, branded, and pre-filled. Set it up once and every new document inherits the right defaults — no per-document fiddling.

Where to find it

Settings → Finances

The page is split into focused cards. Each card maps to a specific behavior. Changes save when you click Save at the bottom of each card (or autosave depending on the section — the page tells you which).

Section 1 · Document Naming

Controls the prefix, separator, starting number, and zero-padding for each document type.

Per-type cards: Estimates, Invoices, Purchase Orders.

Fields:

• Prefix — letters that lead every number (EST, INV, PO)

• Separator — character between prefix and number (-, /, _, or blank)

• Start at — the number used on the next new document

• Padding — pads with leading zeros to this width

Live preview at the bottom of each card shows exactly what your next document will be stamped with — e.g. INV-2025-0042.

Already-issued documents keep their numbers — changes only affect future ones.

A standalone Document Naming knowledge base article covers this in detail if you need to go deeper.

Section 2 · Default Currency

Set the currency every new document uses by default.

• System Default Currency — USD, CAD, EUR, GBP, AUD (your account's primary).

• Each Estimate / Invoice / PO can override this per-document, but the value here is what they start with.

Pick a currency that matches the bank account your payments land in. Multi-currency studios usually set their primary here and override on individual documents for foreign clients.

Section 3 · Sales Tax (Non-CAD)

For studios outside Canada — a single default sales tax rate that pre-fills on every line item.

Fields:

• Default Sales Tax % — e.g. 8.875 for NYC

• Default Tax Label — what the line reads as on the PDF (Sales Tax, VAT, GST)

Toggle tax off per-document or per-line at any time. Tax-exempt clients should be handled by removing tax on their document, not by zeroing the default here.

Section 4 · Canadian Sales Tax (CAD only)

When your account currency is set to CAD, the Sales Tax card swaps for a Canadian Tax Codes editor.

Build named tax codes that match the way your QuickBooks file is set up:

Per tax code:

• Name — BC GST+PST, ON HST, GST only, Exempt

• Components — one row per tax type (GST/HST, PST, QST, Other) with the rate

Defaults:

• The document picks a default tax code; each line inherits it.

• Override per-line via a dropdown on the document itself.

• The PDF shows a per-component subtotal at the bottom (so GST and PST land on their own lines, not commingled).

Also here:

• GST/HST #, QST #, PST # — your registration numbers, stamped at the top of every Estimate / Invoice / PO.

Canadian product tax inputs are hidden from the Product page when your account is CAD — tax is chosen per-line on the document, not baked into the product, so QBO reconciliation stays clean.

Section 5 · Business Information

The "from" block on every Estimate / Invoice / PO PDF.

Fields:

• Business Name — what clients see as the issuer

• Address Line 1 / 2

• City, State / Province, Postal Code, Country

• Phone

• Email — where reply-to lands when clients hit Reply

• Website

• Tagline (optional, small text under the business name)

Edit any of this here and every future PDF picks it up. Already-sent PDFs stay frozen with whatever info they had at send time.

Section 6 · Branding

Visual identity for the documents.

Fields:

• Logo upload — PNG or JPG. Appears top-left on every PDF.

• Primary color — accent on section titles + headers

• Tagline / footer text — small print at the bottom of the PDF (warranty notice, your website, etc.)

Logos render at the size you upload them; for best results use ≤ 400px wide on the longest side. Transparent PNG is recommended.

The same branding feeds the Contracts module if you have that add-on.

Section 7 · Payment Terms

Default terms language stamped on every Invoice (and the deposit reminder on Estimates).

Fields:

• Default Net terms — Net 15, Net 30, Due on receipt, custom

• Late fee text (optional) — e.g. "Past-due balances accrue 1.5% monthly interest."

• Accepted payment methods — toggles for Stripe / WorkPay (online card), Check, ACH, Wire

The toggles drive the Pay Now button on the public client invoice viewer. If Stripe Connect is connected, that button does an Embedded Checkout against your connected account — no funds touch Workroom.

Section 8 · QuickBooks Online

Visible only when QuickBooks Online is connected via Settings → Apps.

Fields:

• Default Income Account — where Estimate / Invoice line revenue posts

• Default Expense Account — where PO purchases post

• Tax mapping — pair your Workroom tax codes with QBO tax codes so each pushed line lands with the right TAX / NON flag

QuickBooks Sync Center lives under Reports for monitoring; the actual mapping setup is here.

Section 9 · Stripe Connect

Visible only when Stripe Connect is connected via Settings → Apps.

Read-only summary card:

• Connected account — your business name on the connected account

• Status — active / restricted / pending

• Pay Now availability — whether the public invoice viewer's Pay Now button is live

Editing the underlying Stripe configuration happens in Stripe's dashboard via a deep-link from this card.

Section 10 · WorkPay

If you've activated the WorkPay add-on from the App Marketplace, the WorkPay card appears here.

Read-only summary card:

• WorkPay status — activated / pending boarding

• Boarding link — finishes any remaining onboarding steps

WorkPay is the cheaper-rate alternative to Stripe Connect; some studios use both with WorkPay as the default and Stripe as fallback.

Section 11 · Default Line Item Behavior

Controls how each new line item starts out before you start typing.

Fields:

• Default Markup % — your house markup applied to every product/service line

• Default Margin % — used when your studio prices on margin instead of markup

• Markup Tax Only — tax applies to the marked-up portion only (not the firm cost)

• Tax Freight — apply tax to freight charges by default

• Tax Landed — apply tax to landed/import costs by default

• Pass fees to client — return cost, shop drawing fee, sample fee, misc. fees default to being billed back to the client

These are starting values only — every line on every document can still override them individually.

Section 12 · Estimate-specific defaults

A small card for Estimate-only options.

• Default acceptance text — the legalese above the client's accept-signature box on the public estimate viewer

• Expiration days — defaults the "valid until" date X days from issue

• Show deposit breakdown — stamps the deposit amount on the Estimate PDF when a payment schedule exists

Section 13 · Invoice-specific defaults

A small card for Invoice-only options.

• Due date offset — defaults Due Date to X days from Invoice Date

• Show payment history — stamps prior partial payments on the PDF

• Auto-send reminders — schedules a polite Net-X reminder via email when an invoice goes overdue

Section 14 · Purchase Order-specific defaults

A small card for PO-only options.

• Default vendor terms — Net 30 from receipt, COD, custom

• Default Ship To — pre-fills the Ship To block on a new PO. Usually your warehouse / receiver.

• Auto-CC self on send — quietly bcc's your business email when a PO email goes out so you have a paper trail

How these settings flow into documents

Good to know

• Everything here is per-account. Multi-studio operators on separate accounts each maintain their own.

• Changes are forward-only. Already-issued Estimates / Invoices / POs are frozen at their as-sent state. Changing the tax rate here doesn't retroactively update last quarter's invoices.

• Per-document overrides always win. Settings are the starting point; the document itself is the source of truth once it's saved.

• Save discipline matters. Some cards autosave on field change; others have explicit Save buttons. Watch the save-state pill at the corner of each card.

• CAD vs non-CAD branches. Your default currency choice changes which tax + product UI you see. Switching mid-stream is fine but old data won't automatically migrate.

Troubleshooting

"My new Estimate isn't showing the tax I set up." Confirm your System Default Currency matches the document's currency. The Canadian tax-code path is gated to CAD; the flat-rate sales tax path is gated to non-CAD. If your account is CAD and the Estimate is in USD, neither path fires by default.

"The PDF is showing my old logo." Re-save the Branding card and force-refresh the document preview. Logo URLs are signed and cached; the new logo is live for documents created from this point forward.

"QBO tax mapping won't push." Verify each line on the document has a tax code selected (or Exempt). Lines with a blank tax code fall through QBO's TAX/NON gate and end up flagged as needing review on the Sync Center.

"Stripe / WorkPay card says 'Pending boarding'." Open Settings → Apps and finish the connect flow for whichever provider. Pay Now won't appear on the public invoice viewer until boarding completes.

"The Tagline I typed isn't showing on the PDF." The tagline lives in Business Information, not Branding. The Branding card's footer text is different (PDF footer small print). Two different fields, two different surfaces.