Invoice Settings

Customize your invoices to match your brand and include all the details your customers need. These settings apply to all invoices you create.

#Access invoice settings

Invoice settings are available directly in the invoice editor. Click the gear icon in the bottom toolbar to open the settings menu. Settings are organized into four categories:

Invoice — Size, currency, date format, payment terms
Tax & Pricing — Sales tax, VAT, line item tax, discount, decimals, units, QR code
Email — PDF attachment, send copy (BCC)
Payments — Accept online payments via Stripe

Each category opens a sub-menu with the relevant options. Changes are saved automatically to your current template.

#Branding

#Logo

Add your company logo to appear on all invoices:

Click Upload logo
Select an image file (PNG, JPG, or SVG recommended)
Your logo appears in the header of all invoices

Tips for logos:

Use a high-resolution image (at least 200px wide)
Transparent PNG works best
Square or horizontal logos display well

#Company details

Your business information appears on every invoice:

Company name: Your legal business name
Address: Your business address
Email: Contact email for invoice queries
Phone: Optional contact number
Website: Optional company website
VAT/Tax ID: Your tax identification number

Set these in Settings under company information.

#Invoice numbering

#Automatic numbering

LUMA auto-generates invoice numbers sequentially:

Format: INV-0001, INV-0002, etc.
Increments automatically with each invoice
Ensures no duplicate numbers

#Custom prefix

Customize the invoice number prefix:

Go to invoice settings
Change the prefix (e.g., "MID-" instead of "INV-")
All new invoices use this prefix

#Manual override

You can change individual invoice numbers when creating:

Create or edit an invoice
Click on the invoice number
Enter your custom number
Ensure it's unique

#Payment details

#Bank transfer details

Add your bank account information for wire/transfer payments:

Bank name: Your bank's name
Account number: Your account number
Routing number: Bank routing/sort code
IBAN: For international transfers
SWIFT/BIC: For international transfers

These details appear on the invoice so customers know where to send payment.

#Multiple payment methods

You can include:

Bank transfer details
Online payment via Stripe (if connected)
Other payment instructions in the notes

#Online payments (Stripe)

Connect Stripe to let customers pay invoices online with a credit card.

#Connect Stripe

Go to invoice settings
Click Connect Stripe
Sign in to your Stripe account (or create one)
Complete the connection

#How it works

Once connected:

All invoices include a Pay button
Customers pay via Stripe's secure checkout
The invoice automatically marks as paid
Funds deposit to your bank account (minus Stripe fees)

#Fees

Stripe charges standard processing fees (typically 2.9% + $0.30 per transaction). LUMA doesn't charge additional payment fees.

Full guide: Accept online payments →

#Default settings

#Payment terms

Set the default due date for new invoices:

Due on receipt: Payment expected immediately
Net 7: Due 7 days from invoice date
Net 15: Due 15 days from invoice date
Net 30: Due 30 days from invoice date (most common)
Net 60: Due 60 days from invoice date
Custom: Set your own number of days

You can change this per invoice when needed.

#Currency

Set your default invoice currency:

New invoices use this currency by default
You can change currency per invoice
Multiple currencies are supported

#Tax/VAT

Configure default tax settings:

Tax rate: Default percentage to apply
Tax name: What to call it (VAT, GST, Sales Tax, etc.)
Tax ID display: Show your tax ID on invoices

These can be overridden per invoice or per line item.

#Invoice templates

#Built-in templates

LUMA includes professional templates that work for most businesses. Your branding (logo, colors, details) applies automatically.

#Template customization

Customize how your invoices look:

Color scheme: Match your brand colors
Layout preferences: Adjust what information displays where
Footer content: Custom text at the bottom

#Notes and terms

#Default notes

Add text that appears on every invoice:

Thank you messages
Payment instructions
Terms and conditions
Late payment policies

Example:

Thank you for your business. Payment is due within 30 days. Late payments may incur a 1.5% monthly fee.

#Per-invoice notes

You can add or edit notes on individual invoices for customer-specific messages.

#Products/Services catalog

Save commonly used line items:

Go to Invoices → Products
Add products or services you invoice frequently
Include name, description, and default price
Select from the catalog when creating invoices

This saves time if you invoice the same items repeatedly.

#Email settings

#What the email includes

When you send an invoice via Create & Send, the customer receives an email with:

Your invoice template logo (or the LUMA logo if none is set)
A heading (customizable, defaults to "Invoice from [Company Name]")
The invoice amount, due date, and invoice number
A View invoice button linking to the online invoice
A body message with your sign-off
A PDF attachment (if enabled in settings)
A Pay button (if Stripe is connected)

All labels (like "Due Date" and "Invoice No") match the labels configured in your invoice template.

#Preview and customize the email

When Create & Send is selected as your delivery method, an email preview button appears in the invoice editor toolbar. Click it to open a preview of the exact email your customer will receive.

From the preview, you can click on any text to edit it directly:

Subject line — The email subject your customer sees in their inbox (defaults to "[Company Name] sent you an invoice")
Heading — The title inside the email body (defaults to "Invoice from [Company Name]")
Body text — Customize the message below the invoice details
Button label — Change the call-to-action text (defaults to "View invoice")

The subject line and heading are independent — customizing one does not affect the other.

Changes save automatically to your current template, so they apply to all future invoices using that template.

#PDF attachment

Toggle Attach PDF in the Email settings category to include or exclude the invoice PDF as an email attachment. When enabled, the email preview shows the attached filename.

#Send copy (BCC)

Toggle Send copy (BCC) to receive a copy of every invoice email sent to customers. The copy is sent to your account email address.

#Reminders

#Automatic reminders

Set up reminders for unpaid invoices:

Before due date (e.g., 3 days before)
On due date
After due date (e.g., 7 days overdue)

Configure in invoice settings.

#Manual reminders

Send reminders manually from any unpaid invoice:

Open the invoice
Click Send reminder
Customer receives a reminder email

#Best practices

Complete your profile first: Set up branding and payment details before sending invoices
Use consistent numbering: Don't skip numbers or use duplicates
Include payment details: Make it easy for customers to pay
Enable online payments: Customers pay faster when it's easy
Set appropriate terms: Net 30 is standard; adjust for your industry
Add clear notes: Include any terms or late payment policies

#Troubleshooting

#Logo not displaying

Check file format (PNG, JPG, SVG)
Ensure file size isn't too large
Try re-uploading

#Invoice numbering reset

Invoice numbers are unique and don't reset
Contact support if you need to adjust the sequence

#Payment details not showing

Verify bank details are entered in settings
Check that the invoice isn't set to online-only payment

Create an invoice → Set up recurring invoices →