Estimates, Invoices & Purchase Orders Settings

Estimate, invoice and purchase order defaults live in Settings → Studio → Money. Set them once and every new document starts right. The page has four tabs.

1. Rates and accounts

• Markup and tax (can be overridden per project) — FF+E markup, Tax on goods, Tax on services. These apply to new line items only.

• Late payment fee — turn on Charge a late fee on overdue invoices. Choose a percentage or flat amount, grace days, and what the percentage is of (amount still owing, whole invoice total, or subtotal). It's charged once per invoice, automatically, by a nightly job.

• Target margins — design fee, FF+E, freight and warehousing. Used for reporting only; they never change a price.

• Expenses — markup on client-reimbursable expenses, mileage rate, and the default expense type.

• Accounts you pay from — cards and bank accounts, last four digits only.

• Shipping and budget — shipping treatment (pass-through at cost, marked up, or absorbed) and what budgets track.

2. Numbering and wording

Pick a Document type (Estimates, Invoices or Purchase orders), then set:

• Numbering — prefix and digits. See Document Naming.

• Memo — pre-filled on each new document, and editable before sending.

• Terms — numbered terms printed on every document. Use Copy terms from invoices to reuse them.

• Attachment file names — rename attachments automatically using tokens like {date}, {client_name} and {estimate_number}.

3. Document look

A live Preview (estimate, invoice or purchase order), plus Type and colour for estimate, invoice, PO and contract PDFs:

• Font, body size, primary colour and text colour

• Use the company logo on every document

• Where terms print — at the bottom of the signatures page, or on their own page

• An optional PDF header banner

Changes affect every PDF generated from now on, including re-downloads of old documents. A PDF a client already has doesn't change.

4. Reusable pieces

• Expense categories — billable, markup and receipt required, per category.

• Document tags — colour labels for estimates, invoices and POs (one per document).

• Contract templates — your saved contract and section templates.

Other places that affect documents

• Company name, logo, address and currency: Settings → Studio → Company.

• Which fields clients see, and what they can do on documents: Settings → Studio → Client experience.

• Email wording, CC/BCC and sender: Settings → Studio → Outbound email.

• Online payments (Stripe or WorkPay): Settings → Studio → Integrations.

Save each tab with Save changes. Reset to recommended restores Workroom's defaults.

Forward-only. Most changes apply to new documents. Documents you've already sent keep what they had.