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Invoice Settings (the Configure Tab)

Updated

Open Invoices → Configure to set up how invoicing works for your company. The settings are grouped into panels down the left side: Company Information, Default Values, Appearance, Messages, Translations, Item Types, Extra Items, Fees, and Online Payment. You set these once, and they apply to every new invoice. The most important panels are Default Values, Messages, Fees, and Online Payment.

Company Information

This is the name, address, and reply-to email that appear on the invoices you send.

  • Name — your company name as it should read on the invoice.
  • Address — your business address, shown in the invoice header.
  • Email — an optional reply-to address for the invoices you send. Leave it blank to use your account default.

Click Save Information when done.

Default Values

These values automatically pre-fill every new invoice, so you do not have to set them each time.

Configure → Default Values: tax, taxation mode, partial payments, payment terms, subject, and notes.
  • Tax — your default tax rate, entered as a percentage. Click Enable Second Tax to apply a second tax (for example a county or city tax) in addition to the first.
  • Taxation Mode — how a second tax is calculated:
    • Simple (Both taxes are applied on the total) — both taxes are applied to the subtotal (they are independent of each other).
    • Compound (Second tax is applied on the taxed amount) — the second tax is applied to the subtotal plus the first tax (tax on tax).
  • Support Partial Payments — when on, a payment can be smaller than the balance, and an invoice can be overpaid (which creates a credit—see 6.12). When off, the Amount field in the payment form is locked to the full balance.
  • Payments Due — the default payment term, which sets each invoice’s due date relative to its issue date:
    • Upon receipt — due immediately.
    • Net 15 / Net 30 / Net 45 / Net 60 — due that many days after the issue date.
    • Custom - On Day — due on a fixed day of the month (1–28).
    • Custom - After Days — due a custom number of days after issue (1–365).
  • Invoice Subject — a one-line summary that appears at the top of each invoice (for example, Pool Service Invoice). It can be changed per invoice, or left blank here.
  • Invoice Notes — text that appears below the line items on every invoice. Use it for payment instructions, promotions, or extra tax information. When you change it, PSS offers to apply the new notes to all your existing recurring templates as well.

Click Save Default Values when done.

Note: The Payments Due term is what drives an invoice’s due date, and the due date is what the system uses to decide when an invoice becomes late and when reminders and late fees apply (see 6.6 and 6.9). This is why a payment term is always required.

Messages

This panel controls the wording of the emails and text messages PSS sends about invoices. At the top is a list of variables (such as %invoice_id%, %invoice_amount%, %invoice_due_date%, %days_past_due%, %client_first_name%, and %company_name%) that you can drop into any message; PSS fills in the real values when it sends.

Configure → Messages: the Thank-You message and the automatic Reminder schedule.

There are three messages you can customize, each with an Email Subject, an Email Body, and a Text Message version:

  • Invoice Message — the standard message sent when you send an invoice to a client.
  • Thank-You Message — a message you can send manually (Send Thank-you) once an invoice is paid.
  • Reminder Message — the message sent for late invoices, automatically or by hand.

The Reminder Schedule controls when automatic reminders go out:

  • Tick Once invoice is [N] day(s) late and every [M] day(s) after to turn reminders on.
  • The first reminder is sent once an invoice is N days past due (default 3), and then re-sent every M days while it remains unpaid (default 7).

Click Save Messages when done.

Note: Text messages are capped at 120 characters, and each has an optional Add “No Reply” text at the end checkbox. WhatsApp versions of these messages appear here only if WhatsApp integration is enabled for your account, and they use templates pre-approved by Meta, so their text is read-only.

Appearance

Upload your logo to brand your invoices. Choose a file (JPEG, PNG, or GIF), click Upload Logo, then Save Appearance. For best print results use a 100×100 pixel logo (or 100×300 for a horizontal layout) at 300 DPI with minimal white space around the edges. Remove Logo takes it off again.

Fees

The Fees panel has two tabs—Processing Fees and Late Fees—covered in full in 6.9 (late fees) and 6.10 (processing fees).

Online Payments with Stripe

PSS uses Stripe as its payment processor. Connecting Stripe lets your clients pay their invoices online by credit/debit card or by ACH bank transfer, with the money deposited into your own bank account. Online card and ACH payments, charging a client’s card or bank account from the office (see 6.7), the optional processing fee (6.10), and autopay all depend on Stripe being connected.

Configure → Online Payment with Stripe connected: the green check, Configuration, and Disconnect Stripe.

Connecting Stripe

  1. Open Invoices → Configure → Online Payment.
  2. Click Connect With Stripe.
  3. You are taken to Stripe to either sign in to an existing Stripe account or create a new one, then authorize the connection to PSS.
  4. When you return to PSS, the panel shows a green connected check next to the Stripe logo, and online card and ACH payments are turned on.

Note: Stripe runs its own quick verification of your business before payouts begin. If Stripe asks for additional details, complete them in Stripe so your payouts are not held.

Managing the connection

Click Configuration to open the settings panel. There you can see your Stripe Account ID and choose which payment methods clients may use—Allow Card Payments and Allow ACH Payments (both on by default). These switches are available only while Stripe is connected.

Disconnecting Stripe

  1. Open Invoices → Configure → Online Payment.
  2. Click Disconnect Stripe.
  3. Confirm when asked, “Do you really want to disconnect Stripe?”

Once disconnected, clients can no longer pay online, and processing fees and autopay stop. Your invoice history and recorded payments are not affected.

Note: Disconnecting in PSS unlinks your account. If you are leaving Stripe entirely, also remove Pool Service Software from Connected Applications in your Stripe account settings (the Learn More link on the panel walks through this).

Stripe’s fees for cards and ACH

When a client pays online, Stripe charges its standard processing fee and deducts it from the payment before the money reaches your bank. PSS does not add any markup to these fees.

  • Credit/debit cards — Stripe’s standard rate is 2.9% + $0.30 per successful charge.
  • ACH (bank) payments — Stripe’s standard rate is 0.8% per transaction, capped at $5.00, which makes ACH much cheaper than cards on larger invoices.

Note: These are Stripe’s published U.S. rates at the time of writing. Actual rates can vary by region, card type, and any custom pricing on your Stripe account, so always confirm current pricing using the View fees link on the Online Payment panel (it opens Stripe’s pricing page).

Note: Don’t confuse these with the PSS processing fee (6.10). Stripe’s fee is what Stripe charges you on every online payment. The PSS processing fee is a separate, optional surcharge you can choose to pass on to clients to help offset that cost.

Bringing over saved cards from an existing Stripe account

If you are moving to PSS from another platform and your Stripe account already holds your clients’ saved cards and bank accounts, you can link them to your PSS clients instead of asking every client to re-enter a payment method. This option appears only after Stripe is connected, and only Company Admins can use it.

  1. Open Invoices → Configure → Online Payment.
  2. Under Existing Stripe customers, click Match Stripe customers.
  3. Wait for the screen to load your Stripe customers. It shows three columns: Stripe customers, PSS clients, and Matched.
  4. Review the Matched column. PSS links a Stripe customer to a PSS client automatically when the email address, or the name and phone number, match (Auto-matched).
  5. Resolve the cards left in the Stripe customers column. Each one shows why it was not matched (for example, Matched on name only, please confirm.):
    • Click a Possible match: suggestion, or pick a PSS client and click Link selected.
    • Click Skip for customers you don’t want to bring over.
    • Click Unlink on a matched card to undo a wrong match.
  6. Check each matched card’s summary line. It lists the cards and bank accounts that will be imported and the Primary method — the one Auto Pay will charge (the customer’s default payment method in Stripe).
  7. Click Import and confirm. A summary shows how many customers were imported, already up to date, skipped, or had errors.

Note: Nothing changes in Stripe. PSS only links the customers and payment methods already in your account. Expired, failed, or unverified methods are not imported. You can run the screen again later; customers already imported show Already imported.

Note: This works with a Stripe account you own and log into directly (a Standard account). If your old platform managed the Stripe account for you, those customers can’t be reached from PSS.

Other panels

The remaining panels let you fine-tune the content of your invoices:

  • Translations — override the labels printed on the invoice (for example, what Document Title, Tax, Amount Due, or Pay Invoice read as), the PDF Page Numbering format, and the Client Message a client sees after paying online.
  • Item Types — manage the line-item categories. Service and Product are provided; add your own with Item Name.
  • Extra Items — the Default Tech Pay percentage applied to extra items technicians add in the field.

Per-client overrides

A few invoicing behaviors can be changed for one client without touching the company-wide settings. They live on the client’s profile (Clients → open the client → Edit; see Section 1):

  • Auto Pay ? — charge this client’s saved card or bank account automatically, for Both recurring and one-off invoices or Only recurring invoices. Requires Stripe and a saved payment method.
  • Send Invoice PDF Attachment? — attach a PDF of the invoice to the invoice email.
  • Send Invoice Reminders? — set to No to exclude this client from automatic reminders (manual Send Reminder still works). Editable only while company-wide reminders are on.
  • Online Processing Fee? — shown only when processing fees are enabled; set to No to exempt this client from the fee.
  • QBO Sync? — whether this client’s invoices sync to QuickBooks (see Section 4).