How do I customize invoice settings in Canopy?

Invoice settings allow you to configure how invoices look and function for your firm, including fields, reminders, service items, outstanding balances, and invoice numbering.

Why it matters

Customizing invoices saves time, ensures consistency across all client billing, and helps your firm get paid faster.

Customize Invoice Fields

Click your profile picture.
Select Settings.
Choose Billing Settings.
Open the Invoicing tab.

Available fields:

Line Items – Display time entries and expenses as separate line items, or group them together.
Columns – Use checkboxes to control which columns appear on invoices.
Terms – Select from preset options (Due on Receipt through Net 60) or enter a custom number of days.
Terms and Conditions – Turn on the toggle to include terms text at the bottom of invoices.

Set Up Invoice Reminders

Reminders let Canopy automatically notify clients about unpaid invoices so you don’t have to chase payments.

Reminder types:

A set number of days before the due date
On the due date
Every set number of days after the due date until paid

For each reminder, you can:

Toggle the reminder on or off
Customize the message clients receive
Apply reminders to all clients, exclude specific clients, or include only selected clients

Important Info!

Email reminders are sent from the email address of the last team member who modified the reminder settings.
Recipients include the client or contact’s primary email address, or the primary email on the client portal.

Add Service Items

Service items define the services you bill for and help autofill invoices and engagement proposals.

From Billing Settings, select the Service Items tab.
Click Create service item.
Enter a name for the service item. (Required)
(Optional) Add a description.
(Optional) Enter a rate and choose whether it is per item or per hour.
(Optional) Enter a tax rate and/or service item code.
(Optional, QBO users only) Select an Income Account and Product Category to sync the service item with QuickBooks Online.

Adding service items helps standardize billing and makes invoice creation faster.

Outstanding Balances on Invoice PDFs

You can display an Outstanding balance in the footer of invoice PDFs to bring client awareness to unpaid amounts and encourage faster payment.

When this setting is turned on in Invoice Settings:

The balance appears at the bottom of PDFs for sent and partially paid invoices.
Two options control how balances are calculated:
- Include printed and downloaded invoices in the outstanding balance total
- Include saved invoices in the outstanding balance total

These options give your firm flexibility in reporting outstanding balances.

Update Invoice Number Sequence

You can set the starting number for invoices in your account. This setting can only be configured once per account.

Go to Invoice Settings.
Locate the Invoice number sequence field.
Enter the number you want invoices to begin with.
- Example: Entering 2000 sets the next invoice to #2000.
Click Save.

Important Notes:

The number must be equal to or higher than the next available invoice number shown.
- Example: If the next invoice is #0034, you can set the sequence to #0034 or higher.
Once saved, this setting cannot be changed again.
If invoice automations are running, the sequence may be affected by automatically generated invoices.

Summary

By configuring invoice fields, reminders, service items, outstanding balance settings, and invoice numbering, you can streamline billing, improve client communication, and reduce the time it takes to get paid.