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Use Settings → Invoices for organization invoice defaults. On a company’s page, use Financial settings for client-specific terms and presentation. These controls are separate from the accounting provider’s own payment and tax configuration.

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Organization defaults

Set the billing email, payment-term defaults, invoice footer/instructions and invoice tax-ID visibility in the applicable invoice/company-profile settings. Invoice tax-ID visibility is independent from quote visibility. The organization’s billing email is used on native invoice presentation and as the release email’s Reply-To, with the existing support-email fallback.

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Customer-facing details

A company’s customer-facing billing name can differ from its internal organizational name. Configure its billing recipient/contact and structured address, then use Preview PDF to verify the Bill to block. Designated billing details are resolved consistently for saved PDFs, draft previews and approved native-email attachments. Editing the billing name updates an already linked QuickBooks customer without replacing its customer identity. The first customer push to an accounting provider remains an explicit staff action; creating a company or completing Microsoft 365 onboarding does not create remote accounting customers automatically.

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Client financial settings

Enable the company’s preferences before setting:
  • Payment terms or a third-Monday due rule, plus optional PO and reference.
  • Review and release before sending or syncing.
  • Email customer on release, which supplies the initial batch preference; confirm the final choice before approval.
  • Tax treatment, message/footer and PDF style.
Existing companies remain on their previous workflow until preferences are enabled. A specific invoice due date overrides a calculated rule. Payment terms and schedules do not turn on autopay.

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PDF layouts

Standard is a simple itemized layout on A4. Service details uses US Letter, boxed account/billing fields, detailed service lines and separate subtotal, tax, adjustments, payments/credits and balance due. Both preserve descriptions, service periods and stored totals. Product headings appear above descriptive text without repeating an identical first line. Long descriptions continue onto later pages. A provider-hosted invoice uses that provider’s own layout; these preferences affect Regentra’s PDF. Use Preview PDF and review/release to verify the final recipient, amounts and wording. Explicit tax lines print as tax; an unexplained difference is not silently labeled as tax. Confirm non-taxable treatment only for services that are actually non-taxable.