Default Values

The default values in BestInvoicing are fixed values that appear on every document, but can still be changed when creating or editing a document. By setting certain default values at once, you save on entry or copying work. Most data, such as standard payment terms, will always recur throughout your documents/organization.

Default VAT Settings and Available VAT Percentages

In this section you can indicate the VAT rate at which you usually ('by default') sell products or provide services.

You can still manually change the applied VAT type/rate to a different percentage, each time you're creating a document.

In BestInvoicing, the default VAT percentage is set to '10%'. If you wish to change this, click the yellow button 'Edit'. If a specific VAT regime is applicable to your business, you can add additional standard values here.

Settings in this section are country specific and should be integrated according to national applicable VAT regulations.

Default VAT Percentage

Indicate the default VAT percentages for your business. Select 0% or 10% (again, this information and the choices offered will depend on national options).

It is possible to add a new percentage to this list via 'Available VAT percentages'. Your newly added percentage will also appear in the list of possible choices.

Input of Prices Including or Excluding VAT

Indicate what the standard way of entering prices will be when creating a new product. If you indicate here that prices are always entered excluding VAT, then only this field will be available when creating a new product (see below). The field 'Price incl.' is marked grey and cannot be completed.

Default Terms Settings

In this section you can define two default terms:

• the default validity term for proposals, e.g. 30 days

• the default payment term, e.g. 14 days

You can easily change these values by clicking the yellow 'Edit' button. For the standard payment term you can also tick the 'End of month' option.

Default Bottom Texts on Documents

The bottom text or caption is an important part of some documents in BestInvoicing (see list below). The bottom text is a text field at the bottom of these documents, e.g. text containing a payment request on an invoice or information about the validity date on a price proposal.

You can change/set the bottom text for each of these document types using the yellow 'Edit' button. The procedure is the same for each document type, only the content of the text will differ. The amount of document types displayed here depends on which document modules you've activated via 'Apps & Integrations'.

Did you activate the app 'Foreign-language customers'? Then you will have the option to edit the bottom texts per language.

Editing an Existing Text

Click the yellow 'Edit' button next to the text, to edit an existing bottom text.

You can rename the bottom text or edit it. In the text you can use tags: the text between '% ...%' will be automatically replaced with the correct value per document.

Read more about how to use these tags and which ones are available in BestInvoicing.

Adding a New Bottom Text

In the edit window there is already one caption created with name 'Default'. You can add additional captions using the green button 'Create Default Bottom Text'. This way you can choose between two (or more) texts when creating a document. Again, you can rename the caption or edit the text. Tags are also available for the text body.

Adding General Terms & Conditions as Bottom Text

It is also possible to add general terms and conditions at the bottom of a document; you could use the bottom text field. However, this is only suitable for short statements as otherwise your terms and conditions would always be split onto multiple pages.

For each bottom text, the text can still be modified manually during document creation.

Signatures

BestInvoicing offers online signature of documents. Click here to read more about this feature.

In this section you can set your signature as representative of the company. You can use this for example when a document needs to be signed by both the customer and yourself. Click the yellow 'Edit' button to do so.

You can either add a pre-recorded signature (e.g. an image), or add a signature in the drawing window using the mouse, pen or touchpad. After saving, this signature will be used as your signature on documents to be signed. In this signature menu you can also change the default values for signatures. To do so, click 'Edit' per document.

For each type of document, you can indicate whether a document should be signed by default only by the customer, or by customer and manager. Click 'Save'.