Quotes, Invoices, and Billing preferences

🎯 Training Objective

This guide helps you understand and configure key options within WorkPal related to quotes, invoices, labour charges, VAT, and billing defaults. 

⚙️ General Options & Automation

Labour Rounding

Set how labour time is rounded when recorded on jobs.

Example: Round to the nearest 15 minutes, 30 minutes, or full hour for invoicing purposes.

Visit Charge Length (Mins)

Define the default duration (in minutes) used when adding visit charges to quotes.

This value is automatically inserted when creating a new quote.

Invoice Term (Days)

Specify the default number of days from the invoice date when payment is due.

Quote Note Default Text

Enter standard text that will automatically populate the “Quote Note” field on all new quotes.

Helps ensure consistency in communication with customers.

Price Breakdown on Quotes / Invoices

Toggle whether line-by-line prices are displayed on Quotes and/or Invoices.

  • Enabled: Shows each item price

  • Disabled: Only shows the total

Quote Approval via Email Link

Allow customers to approve or sign off a quote directly from a link in the quote email.

Approved quotes display a ✅ tick in the "Signed" column in the quotes list.
🔗 Refer to the “Quote/Invoice Signoffs” training guide for more detail.

Toggle "Create Invoice on Job Complete"

Enable/disable a checkbox on Jobs that automatically generates an invoice upon job completion.

 

Quote on Mobile

Allows mobile users (currently Android only) to create quotes via the WorkPal mobile app.

📱 Ensure users are on the latest Android/iOS version of the app.

Include Incomplete Tasks on Invoices

Choose whether tasks not marked as complete should still appear on invoices.

🧾 Quotes and Invoice Filename Structure

Use drag-and-drop fields to create dynamic filenames for exported PDFs of Quotes and Invoices.

For example:
ClientName_QuoteNumber_Date.pdf

This setting helps maintain organised and professional file naming when sharing documents externally.

📊 Quotes and Invoices Status Management

Statuses are manually applied to Quotes and Invoices to show progress or workflow stages.

  • Create custom statuses to reflect your internal processes.

  • Set a default status that will be automatically applied to new records.

📌 Statuses are not automatic—they must be selected manually.

💼 Accounting Integration

Connect WorkPal to an external accounting system. Supported platforms:

  • Sage

  • Sage Business Cloud (Sage Online)

  • QuickBooks

  • Xero

🔗 Click each integration for its dedicated setup guide.

This allows data such as invoices, payments, and VAT rates to sync directly between WorkPal and your finance system.

🧮 Default Values Configuration

These defaults apply when specific user- or client-level values are not set.

Default Visit Charge

Used when no individual visit charge is stored against a client.

Default Hourly Rate

Used when a user does not have a custom hourly rate assigned in the Users page.

Travel Time

Defines the hourly rate charged for travel time.

Default Minimum Charge

Used when no minimum charge is listed on the client's profile.

⚠️ These settings help ensure consistent billing, especially when profiles are incomplete.

💷 VAT Rates

This section shows all active VAT rates on your WorkPal system.

  • Add/edit VAT rates manually

  • Or use the “Get VAT Rates” button to import from your accounting software

Each VAT rate can include:

  • A label/description

  • A % rate

  • A default toggle

✍️ Footers on Quotes & Invoices

Add custom footers that appear at the bottom of all Quotes and Invoices.

  • These can include company disclaimers, legal terms, payment info, or branded messages.

  • Multiple footers can be created and applied as needed.

✅ Summary

By configuring these settings correctly, you’ll ensure:

  • Accurate and automated quoting/invoicing

  • Consistent pricing and payment terms

  • Professional document formatting

  • Seamless accounting integration

  • Reliable VAT and charge application