Invoice

Under Settings > Invoice you configure everything related to invoices, quotes, order confirmations, and cancellation invoices. The settings are spread across several tabs: Prefixes & number ranges (↗ open), Advanced settings (↗ open), Finance settings (↗ open), Backgrounds (↗ open), and Automatic invoice dispatch (↗ open).

Prefixes & number ranges

For each document type you set a prefix and a start number:

Document type	Example prefix	Description
Invoice	RE-	Sequential numbers for invoices
Quote	AG-	Sequential numbers for quotes
Order confirmation	AB-	Sequential numbers for order confirmations
Cancellation invoice	SR-	Sequential numbers for cancellation invoices

Each document type has its own fields for prefix and start number. Numbering runs sequentially and increments automatically. Invoice numbers cannot be set lower than the last issued invoice number.

Adjusting invoice numbers at year change

Invoice numbering runs continuously and is not reset automatically at year change. If you want to start fresh each year, adjust the start number manually at the beginning of the year. You can include a year in the prefix (e.g. RE-2026-) to assign invoices clearly to a year.

Note

Issued invoice numbers cannot be undone. Always set the new start number higher than the last number used.

---

Advanced settings

Here you fine-tune the appearance and content of your documents.

BCC email addresses

Setting	Description
BCC email addresses for invoices	Email addresses that receive a blind copy on every invoice send (e.g. your accounting team).
BCC email addresses for quotes	Email addresses that receive a blind copy on every quote send.

Document labels

Adjust the labels shown on your documents and in the user interface. For each document type there is singular and plural:

Document type	Singular (default)	Plural (default)
Invoice	Invoice	Invoices
Quote	Quote	Quotes
Cancellation invoice	Cancellation invoice	Cancellation invoices
Order confirmation	Order confirmation	Order confirmations

Display options

These options control which information appears on your documents and how it is shown.

Setting	Description
Show hours in booking summary	Shows booked hours in the summary on the document.
Show summary of all bookings	Adds an overall summary of all bookings to the document.
Show tariff instead of hours	When enabled, tariff units are shown on the document instead of hours.
Allow zero invoices	Allows creating invoices with an amount of €0.
Show weekdays on invoices	Shows the weekday next to the booking date on the invoice.
Select columns for booking data	Determines which columns appear in the booking overview on documents (e.g. date, resource, duration).

Payment & layout

These settings affect payment options and page layout of your documents.

Setting	Description
Enable online payment for invoices	Lets customers pay invoices online directly. Prerequisite: payment methods must be configured under Settings.
Enable page break after section	Inserts a page break after each section (e.g. per resource) so bookings for different resources appear on separate pages.
Disable page numbers for documents	Hides page numbering on documents.
Show invoice due date	Shows the due date on the invoice. Use the Due days field to set how many days until the invoice is due (default: 30 days).
Allow multiple documents per booking	Allows creating several separate invoices or documents for one booking.

Booking reference vs. invoice number

If booking reference is enabled under Finance settings, it replaces the invoice number on all documents and throughout the user interface. The label “Invoice number” is then replaced by “Booking reference”. To show the regular invoice number again, disable the booking reference or enable Show invoice number separately next to booking reference.

Custom booking description on invoice (legacy)

A free-text field for a custom description shown on invoices. This is a legacy feature – use introduction and closing texts instead.

Introduction and closing texts

For each document type you can store an introduction text (at the top of the document) and a closing text (at the end). Texts can be formatted with the built-in rich text editor.

Text field	Description
Introduction text for invoices	Text at the beginning of every invoice (e.g. “Below you will find your statement:”).
Closing text for invoices	Text at the end of the invoice (e.g. payment instructions, bank details).
Introduction text for quotes	Text at the beginning of every quote.
Closing text for quotes	Text at the end of every quote.
Introduction text for order confirmations	Text at the beginning of every order confirmation.
Closing text for order confirmations	Text at the end of every order confirmation.
Opening text for cancellation invoices	Text at the beginning of every cancellation invoice.
Closing text for cancellation invoices	Text at the end of every cancellation invoice.

Position & order

Setting	Description
Position of closing text	Whether the closing text appears on the first page or the last page of the document.
Order of bookings on documents	Whether bookings are sorted ascending (oldest first) or descending (newest first).

---

Finance settings

Here you configure booking references, cost centres, and other accounting-related settings for your documents.

Booking reference

Enable the Enable booking reference checkbox to use an automatic booking reference on your documents.

Setting	Description
Booking reference	Template for the booking reference. Available placeholders: [costcentre], [customerno], [YY], [YYYY], [invoiceno], [customer_account_number].
EpayBL booking reference number prefix	Optional prefix for the EpayBL booking reference number.
Append modulo check digit to booking reference	Appends a check digit to the booking reference. Options: None, Modulo 10, or Modulo 11.
Show invoice number separately next to booking reference	Shows the invoice number in addition next to the booking reference on the document.

General ledger account & cost centre

Setting	Description
Enable general ledger account	Enables the general ledger account field for your documents.
Enable cost centre	Enables the cost centre field for your documents.
Cost object	Free-text field for the cost object.

Deposit & cancellation fee

For deposit and cancellation fee you can each store an expense/revenue type and a product:

Area	Fields
Deposit	Expense/revenue type, product
Cancellation fee	Expense/revenue type, product

---

Backgrounds

Here you upload custom invoice paper (e.g. with your letterhead) and adjust page margins.

Custom background

Enable Enable custom background for invoices? to use your own background image for documents.

You can upload two separate backgrounds:

Area	Description
Change invoice background	Background for the first page of the document (e.g. full letterhead).
Change invoice background (from page 2)	Background for all following pages (e.g. simplified header).

Note

The background for page 1 applies to the entire booking summary. If the booking summary or related text overflows to page 2, the page 1 background is also shown on page 2.

Tip

Keep the background (letterhead, logo, footer) as compact as possible so the invoice content has enough space. A very large logo or extensive footer reduces available space and can cause the page 1 background to extend onto page 2 unintentionally.

Use Set default margins to reset outer margins to default values.

Invoice outer margin

For the first page and following pages you can configure page margins separately (values in mm, PDF format 210 mm × 297 mm):

Margin	Description
Left	Distance from the left edge of the page
Right	Distance from the right edge of the page
Top	Distance from the top edge of the page
Bottom	Distance from the bottom edge of the page

Below the settings you see a preview for the first page and a preview (from page 2) so you can check the result before saving.

Bank details, tax number, and sender address on invoices

Locaboo does not provide separate fields for bank details, tax number, or sender address on invoices. Store this information via the PDF background (your letterhead). Design your letterhead PDF so bank details, tax number, and sender address sit where you need them, and upload it as the background.

Positioning page numbers and bank details

If page numbers or bank details are covered, adjust the content in the PDF background: place bank details in the footer slightly higher so page numbers fit below. Alternatively, disable page numbers for documents (under Advanced settings).

---

Automatic invoice dispatch

Here you define rules according to which Locaboo creates and sends invoices automatically. Use + Add to create a new rule.

Column	Description
Customers	Which customers the rule applies to.
Customer groups	Which customer groups the rule applies to.
Frequency	How often invoices are created automatically (e.g. monthly or per season).
Protocol emails	Email addresses that receive a notification about the automatic dispatch.

Use Log for automatic invoices to open an overview of all invoices created and sent automatically so far.