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Invoice Setup

The invoice setup screen allows you to select the information that will be visible to your customers on the invoices you send them

Overview

The invoice setup screen allows you to configure the information shown to your customers on the invoices you generate. You can access this by clicking on Administration, which is the gear button in the top right corner of your screen. Then select Settings on the left side navigation and click Invoice at the top of that screen. The following options are available to toggle on/off: Additionally, invoice customization extends to headers, logos, and contact information, which can be managed through Location settings and profile settings.

  • Labor rate: Choose whether labor rate will be displayed on invoices

  • Labor hours: Choose whether labor hours will be displayed on invoices

  • Labor price: Choose whether labor price will be displayed on invoices

  • Part number: Choose whether part number will be displayed on invoices

  • Part quantity: Choose whether part quantity will be displayed on invoices

  • Part price: Choose whether part price will be displayed on invoices

  • Part description: Choose whether part description will be displayed on invoices

  • Summarize parts total: Choose whether summarize parts total will be displayed on invoices

  • Summarize labor total: Choose whether summarize labor total will be displayed on invoices

  • These options are also available in the Finance tab within a work order, behind the gear icon. Adjusting the settings at that level will only adjust them for that work order, these global settings remain unchanged.

At the bottom of the screen you will see a default disclaimer to be added to your invoices. We provide default text that you can keep or you can replace or edit. Click Save Details when your updates are complete.

Editing Invoice Headers

The header on your invoices displays your Location name. To update it:

  1. Navigate to your account’s Location settings.

  2. Locate the current Location name (e.g., "Crosby").

  3. Update the Location name to your desired text (e.g., your company name).

  4. Save your changes. The updated Location name will now appear as the invoice header.

Updating Contact Information

To change the phone number displayed on your invoices:

  1. Click the gear icon in the top-right corner.

  2. Select Locations.

  3. Find the location you want to edit.

  4. Click the edit icon for that location.

  5. Update the phone number and save your changes. The new phone number will be reflected on your invoices.

Changing Invoice Logos

You can replace the default ShopView logo on your invoices with your own company logo:

  1. Click your profile icon in the top-right corner.

  2. Go to Settings.

  3. Click the Edit icon for your company logo.

  4. Upload the image you want to use as your invoice logo. The uploaded logo will now appear on your invoices.

Minimizing Visual Elements in the Invoice Header

If you want to reduce the large black box area in the invoice header:

  1. Go to Settings → Locations → Edit Location.

  2. Delete any non-required information you don’t want to display.

  3. Note that the Address, State/Province, City, and Phone fields are required and cannot be left blank. To minimize their visual impact, you can enter a minimal placeholder (e.g., a period ".") in these fields. This will make the header look cleaner, though some required fields will still display.


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