Accounting and Invoice Settings

Accounting and Invoice Settings control how your financial documents work — including invoice numbering, quote display options, purchase order behaviour, currency configuration, and document templates. This is where you fine-tune the financial side of EventWorks.

Getting There

Navigate to Settings > Accounting tab. The left-hand menu shows:

  • Currency
  • Invoices
  • Credit Notes
  • Quotes
  • Purchase Orders
  • Invoice Templates
  • Quote Templates
  • Purchase Order Templates
  • Tax Rates
Accounting settings overview

Currency Settings

Configure your base currency and enable additional currencies for multi-currency operations.

Getting There

Settings > Accounting tab > Currency

Configure Currencies

    • Click Edit.
    • Select your Base Currency — this is the primary currency for your account and is used for all reporting totals.
    • Under Enabled Currencies, select any additional currencies you work with. These will be available when creating invoices, quotes, and purchase orders.
    • Click Save.
Note: Changing your base currency affects how financial totals are reported. Exchange rates are managed automatically for enabled currencies.

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Invoice Settings

Control the appearance and behaviour of invoices across your account.

Getting There

Settings > Accounting tab > Invoices

Key Settings

Click Edit to configure:

Numbering and identification:
Setting What It Does
Next Invoice Number The number assigned to the next invoice created.
Include Team Code in Invoice Number Prefixes invoice numbers with the team code.
Show Company Number Displays your company registration number on invoices.
Display options:
Setting What It Does
Show Tax Displays tax amounts on invoices.
Show VAT Summary Adds a VAT/tax summary section at the bottom of invoices.
Display Tax on Line Items Shows tax per line item.
Display Total Inc. Tax on Line Items Shows the total including tax for each line item.
Display PO Number on Index Shows the PO number column on the invoices list page.
Show Venue Displays the venue on invoices.
Display Contact Email Shows the contact's email address on invoices.
Behaviour:
Setting What It Does
Allow Draft Invoice Download Lets users download PDF invoices while still in draft status.
Lock Creation Date Prevents the invoice creation date from being changed after it's set.
Authorise Permission Requires invoice authorisation before it can be sent.
Hide Commission Receivable/Payable Invoices Hides commission-related invoices from the main invoice list.
Hide Damage Deposits Hides damage deposit invoices from the list.
Default Sales Line Item Type Pre-selects a cost type when adding line items.
Only Display Team Templates Restricts template selection to templates assigned to the user's team.
Allow Foreign Currency Fixed Amounts Enables fixed amounts in non-base currencies on invoices.
Document content:
Setting What It Does
Due Date Default payment terms (e.g. "30" for Net 30).
Full Width Logo Upload a banner-style logo displayed across the top of invoices.
Display Full Width Logo Toggle the full-width logo on or off.
Notes Default notes shown on every invoice.
Footer Default footer text for invoices.
Online payments (Stripe):
Setting What It Does
Stripe Secret / Stripe Key Your Stripe API credentials to enable online invoice payments.
Tip: The Notes and Footer fields support rich text formatting. Use them for standard payment terms, bank details, or legal disclaimers that should appear on every invoice.

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Credit Note Settings

Getting There

Settings > Accounting tab > Credit Notes

Configure Credit Notes

Setting What It Does
Next Credit Note Number The number assigned to the next credit note.
Notes Default notes for credit notes.
Footer Default footer text for credit notes.

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Quote Settings

Control how quotes are displayed, numbered, and exported.

Getting There

Settings > Accounting tab > Quotes

Key Settings

Click Edit to configure:

Numbering:
Setting What It Does
Next Quote Number The number assigned to the next quote.
Filename Format The format used for exported quote filenames.
Display options:
Setting What It Does
Show Tax / Show Tax Rate Column Controls tax visibility on quotes.
Display Total Shows the total amount on quotes.
Show Invoiced Amount Displays how much has already been invoiced against a quote.
Hide Guests / Hide Type Column Simplifies the quote layout by hiding these columns.
Show Venue / Show Event Venue / Show Event Code Adds event context to quotes.
Hide Zero Value Items / Hide Zero Quantity Items Automatically hides line items with no value or quantity.
Discount display:
Setting What It Does
Display Discount Per Line Shows discount amounts on each line item.
Show Discounted Price Column Adds a column showing the discounted price.
Show Discount Percentage Column Adds a column showing the discount percentage.
Show Discount Amount Column Adds a column showing the discount amount.
Behaviour:
Setting What It Does
Mark as Sent Enable Download/Export Allows downloading/exporting once a quote is marked as sent.
Show Parent Resource on Export Includes parent resource names in exports.
Hide Summary on Quotes Hides the financial summary section on quote documents.
Replace Event Costs by Default When a quote is accepted, replaces the event's costs with the quote's costs by default.
Hide Payable Commission Button Hides the payable commission option on quotes.
Default Event Status The status an event is automatically set to when a quote is accepted.
Document content:
Setting What It Does
Full Width Logo / Display Full Width Logo Banner-style logo for quotes.
Notes Default notes for quotes.
Terms Default terms and conditions.
Header / Footer Default header and footer text.
Internal columns: Select which internal-only columns (Margin, Markup) are visible to your team when viewing quotes — these don't appear on exported documents.

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Purchase Order Settings

Control how purchase orders are created and displayed.

Getting There

Settings > Accounting tab > Purchase Orders

Key Settings

Setting What It Does
Next PO Number The number assigned to the next purchase order.
Show Tax Displays tax amounts on purchase orders.
Show Venue / Show Resources Adds venue and resource details to POs.
Hide Type / Hide Client Name / Hide Event Name Simplifies PO layout by hiding these fields.
Force Draft Status New POs are always created in draft status.
Default Date to Current Pre-fills the PO date with today's date.
Lock PO Number / Date / Payment Date / From Address / To Address / Notes Prevents specific fields from being edited after creation.
Full Width Logo Banner-style logo for purchase orders.
Notes / Footer Default notes and footer text.

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Document Templates

Invoice templates, quote templates, and purchase order templates let you create reusable document layouts with custom branding.

Getting There

  • Settings > Accounting tab > Invoice Templates
  • Settings > Accounting tab > Quote Templates
  • Settings > Accounting tab > Purchase Order Templates

Create a Template

    • Click Create.
    • Enter a Name for the template.
    • Upload a Logo and/or Full Width Logo for branding.
    • Enter the Address to display on documents using this template.
    • Configure template-specific content:
- Invoice templates: Invoice Notes, Credit Note Notes, Footer - Quote templates: Notes, Terms, Footer - PO templates: Notes, Footer
    • Tick Is Active to make the template available for use.
    • Optionally assign a Team — this restricts the template to that team.
    • Click Save.

Edit or Delete a Template

Click the template name to edit it, or use the Delete button to remove it. Deleting a template does not affect documents already created with it.

Tip: Create separate templates for different brands, departments, or document types. Assign them to teams so each team automatically sees only their relevant templates.

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Frequently Asked Questions

Q: What happens if I change the "Next Invoice Number"?

The next invoice created will use the number you specify. Be careful not to set it to a number that's already been used — duplicates could cause confusion.

Q: Can I have different invoice settings per team?

Most settings are account-wide, but you can create team-specific templates with different logos, addresses, and default text. Combined with "Only Display Team Templates", each team sees only their own templates.

Q: How do I enable online payments for invoices?

Enter your Stripe API credentials (Secret and Key) in the Invoice settings. Once configured, clients will be able to pay invoices online via a payment link.

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