Setting up invoice numbering, bank details and terms

Settings → Invoices decides what a new invoice starts with: its number, discount mode, accounts, logo, bank details, terms and notes. The page has four tabs: Invoice Branding, Account, T&C’s/ Notes and Export & LUT. This article covers the first three. For the last, see Recording your LUT for export invoices.

Everything here is a default. You can still change it on any invoice or bill, and documents you have already saved keep their own values.

Set numbering, discounts and logo

1. Go to Settings → Invoices and open Invoice Branding.
2. Fill in the fields you need.
3. Click Save.

• Invoice Prefix and Invoice Series Number — when you leave the invoice number blank on a new invoice, SmartLedger numbers it as year, prefix and series, for example 2026/INV/0024. The series number is the next number to be used and goes up by one with each auto-numbered invoice. Without a prefix, INV is used.
• Receipt Prefix (payments received) — up to 3 letters or numbers. Money you receive is numbered by financial year, prefix and sequence, for example 2025-26/RCP/0001. Leave it blank to use RCP. Payments you make are numbered by hand when you record them.
• Sales invoice discount — None, Line items or Invoice: where a new sales invoice gives its discount. New quotes and sales orders open the same way.
• Sales invoice discount applied — Before tax reduces the taxable value, so GST is charged on the discounted amount. After tax leaves GST on the full value and only reduces the total. This appears only when a discount is chosen.
• Sales invoice line account and Sales invoice discount account — the accounts a new invoice's lines and discount post to. Sales and Discount unless you choose others.
• Purchase invoice discount, Purchase invoice discount applied, Purchase invoice line account and Purchase invoice discount account — the same choices for new bills. The accounts default to Other Expenses and Purchase Discounts.
• Logo — the logo shown on your invoices. PNG, JPG or WebP, up to 5 MB, at least 400 × 400 pixels.

Add bank details

1. Open the Account tab.
2. Under Primary Account Details, set Display Bank Details to Yes to show the account on invoices, or No to hide it.
3. Fill in Bank Name, Bank Account Name, Account Number, Branch Name, IFSC CODE, SWIFT Code and Routing Number.
4. Click Save.

The form asks for every field before it saves. When Display Bank Details is Yes, the same account also appears on your quotes.

Add default terms and notes

1. Open the T&C’s/ Notes tab.
2. Type your standard Terms & Conditions and Notes.
3. Click Save.

Every new invoice starts with this text, and you can edit it on the invoice.

Tips

• Changing the prefix or series only affects invoices created afterwards. Existing invoice numbers don't change.
• If you type your own number on an invoice, the series isn't used or moved on for that invoice.
• Save on Invoice Branding and T&C’s/ Notes stays greyed out until you change something.

Related articles

• Creating a New Sales Invoice
• Recording your LUT for export invoices
• Setting up quote numbering and logo