Settings

The Settings page is your configuration hub for customizing Invotify to match your business needs. Settings are organized into tabs, navigable from the left sidebar (a dropdown on mobile).

Settings Tabs: - Business Information - Company profile, logo, tax/VAT numbers, PEPPOL ID, and address - Document Settings - Invoice/quote numbering, default currency, payment details, payment terms, late fees, payment reminders, tax presets, and default notes & terms - Features - Enable or disable platform features (Quotes, Products, Calendar, etc.) - Approvals - Approval rules requiring sign-off before documents are sent (Pro) - Security - Password, two-factor authentication (2FA), passkeys, and active sessions - Billing - Subscription management, plan upgrades, and payment method - Integrations - Connect Stripe and PayPal for online payments, plus bank reconciliation (Plaid) - Notifications - Choose which alerts you receive and on which channels - Privacy & Data - Data export and account deletion

Important: The Settings page is always accessible, even if your subscription has expired. This ensures you can always manage your billing and account.

Your business information appears on all invoices and quotes, making it essential for professional-looking documents.

Business Logo: - Upload your company logo - Supports PNG, JPG, GIF, and WebP formats (maximum 5MB) - Square images work best for consistent display - The logo appears in the "Brand" block on your templates - Delete button available to remove the current logo

Business Details: - Business Name - Your company or trading name (appears on all documents) - Business Email - Contact email for customer inquiries - Phone Number - Business contact number - Tax ID - Your local tax/registration number - VAT Number - For tax compliance and B2B invoicing - PEPPOL ID - Your electronic address for e-invoicing routing — enter the participant number only (e.g. 1234567890123; the GLN scheme 0088 is applied automatically). Used when exporting UBL/CII/Peppol e-invoices — see the E-Invoicing & Compliance section for details - Tax Scheme - The tax system your business uses (e.g. VAT, GST, SST)

Address Information: - Street Address - City - State / Province - Postal Code - Country

All this information is used in: - The "From" block on invoices and quotes - Email sender information when sending documents - PDF generation for professional appearance

Note: Bank details (bank name, IBAN, SWIFT/BIC) used in the Payment Details block are set under Document Settings, not here.

Document settings control how your invoices and quotes are numbered and what defaults are applied to new documents. Invoices and quotes are numbered independently.

Document Numbering: Build your numbering format from interchangeable parts, with a live preview of the next number: - Prefix - Letters before the number (e.g., "INV", "QT") — up to 6 characters - Year / Month - Toggle whether the year and/or month appear in the number - Short year - Use a 2-digit year (e.g., 24) instead of the full year - Separator - The character between segments (e.g., -, /, ., or none) - Digits - How many digits the sequence is padded to (e.g., 4 → 0001) - Sequence reset - The counter can reset yearly so each year starts fresh

A live preview shows exactly what the next document number will look like (e.g., INV-2026-0042).

Default Currency: Set your most commonly used currency. Invotify supports 102 currencies worldwide. The default currency is pre-selected when creating new invoices and quotes (you can still override it per customer or per document).

Payment Details: Set your bank details so they appear in the Payment Details block on documents: - Bank Name - SWIFT / BIC - IBAN

Default Payment Terms: Choose the default terms applied to new documents: Due on receipt, Net 7, Net 15, Net 30, Net 60, or Net 90 days. The due date is calculated automatically from these terms.

Late Fees: Configure automatic late fees for overdue invoices — grace period, a percentage or fixed amount, an optional maximum cap, and whether the fee recurs.

Payment Reminders: Enable automatic reminder emails sent a set number of days before and/or after the due date.

Tax Presets: Save reusable tax configurations (see the Tax Presets section below).

Signature: Set a default signatory name and title that can appear in the Signature block on documents.

Default Notes & Terms: Provide default notes and terms & conditions text that pre-fills on new invoices and quotes.

Tax presets let you save common tax rates once and reuse them across invoices and quotes, instead of retyping percentages every time. They're available on all plans.

What a preset stores: - Name - A label for the rate (e.g., "Standard VAT", "Reduced rate", "Zero-rated") - Rate - The tax percentage (0–100%) - Description - Optional note explaining when to use it - Default - Optionally mark one preset as the default applied to new line items

Managing presets: 1. Go to Settings → Document Settings and find the Tax Presets section 2. Click Add to create a preset, or edit/delete an existing one 3. Mark a preset as the default with the star toggle so it's pre-selected on new documents

How presets are used: When adding tax to a line item or document, you can pick a saved preset to fill the rate instantly. You can still override the rate per line item — presets are a convenience, not a lock.

Automatic country-based default: If you haven't marked any preset as the default, new line items are pre-filled with your country's standard VAT rate (taken from the company country in Settings — e.g., Latvia → 21%). Setting a default preset always overrides this, including an explicit 0% preset for businesses that don't charge VAT. For countries without a single national rate (like the United States), no rate is assumed and new items start at 0%.

Related tax features: - Dual tax per line item (all plans) — apply two independent tax rates per row - Per-customer tax setup (all plans) — store a default tax ID and rates per client - Per-product tax categories (Pro) — set primary and secondary tax defaults per product

Invotify provides multiple security options to protect your account.

Password Management: Change your password from the Security tab: 1. Enter your current password 2. Enter your new password 3. Confirm the new password 4. Click "Change Password" to update

Two-Factor Authentication (2FA): Add an extra layer of security with email-based two-factor authentication: - When enabled, a one-time verification code is sent to your email on each login - Enter the 6-digit code to complete sign-in - Codes are time-limited for security

How to enable 2FA: 1. Go to Settings → Security 2. In the "Two-Factor Authentication" section, toggle "Email Code" on 3. 2FA is active immediately — from your next sign-in, a 6-digit code is emailed to you to complete the login

Passkeys (WebAuthn): Use modern passwordless authentication with passkeys: - Sign in using fingerprint, face recognition, or device PIN - More secure than passwords - resistant to phishing attacks - Supports hardware security keys (YubiKey, etc.) - Multiple passkeys can be registered per account

How to set up passkeys: 1. Go to Settings → Security 2. Click "Add Passkey" 3. Follow your device's prompts (fingerprint, face, or PIN) 4. The passkey is registered and can be used for future logins 5. You can register multiple passkeys for different devices

Managing passkeys: - View all registered passkeys in the Security tab - Delete passkeys you no longer use - Add new passkeys for additional devices

Active Sessions: The Security tab also lists every device currently signed in to your account. Your current device is marked "This device". You can sign out an individual session or sign out every other session at once if you suspect unauthorized access.

For full details on all authentication methods (including Google and Apple sign-in and password recovery), see the Security & Authentication section.

Invotify lets you enable or disable certain platform features to simplify your workspace. Disabled features are hidden from the sidebar and the interface, and all their data is preserved for when you re-enable them.

Toggleable Features: - Quotes - The Quotes section. When disabled, Quotes is removed from the sidebar and you work only with invoices. - Products - The Product catalog. When disabled, Products is removed from the sidebar. - Stock Tracking - Inventory tracking for products. This is a sub-feature of Products and is only available while Products is enabled — turning Products off also turns Stock Tracking off. - Calendar - The Calendar view of scheduled and recurring documents. - Credit Notes - Issuing refunds and credit notes against invoices. - Reports - The Reports area (revenue, aging, tax, profit & loss, and more). - Activity - The live audit log of changes across your workspace. - Team - Inviting members and managing roles and permissions.

How to toggle features: 1. Go to Settings → Features 2. Flip the switch next to any feature to enable or disable it 3. Changes take effect immediately

Why disable features? - Simplify your workspace by hiding features you don't use - Reduce sidebar clutter for a cleaner interface - Focus on the tools that matter to your workflow - Features can be re-enabled at any time with all data preserved

Manage your Invotify subscription from the Billing section in Settings.

Current Plan Display: - Your plan name with an icon (Starter, Pro, or Lifetime) - Subscription status (Active, Cancelled, etc.) - Billing period or "Lifetime Access" for one-time purchases - Current price and renewal information - "Manage Subscription" button (opens Stripe Customer Portal) - "Change Plan" button to compare and upgrade

Upgrade Process: 1. Click "Change Plan" to see all available plans 2. Compare features across Starter, Pro, and Lifetime 3. Click the upgrade button on your chosen plan 4. Complete payment securely via Stripe Checkout 5. Your plan upgrades immediately and new features are available right away

Manage Subscription: The "Manage Subscription" button opens the Stripe Customer Portal where you can: - Update your credit or debit card - View your complete billing history - Download payment receipts and invoices - Cancel your subscription - Change from monthly to yearly billing

The Integrations tab lets you connect external services. Payment and bank-sync integrations are available on Pro and Lifetime plans.

Accept Online Payments: Connect Stripe and/or PayPal so customers can pay your invoices online. Both use a secure OAuth connection — you authorize Invotify from your existing Stripe or PayPal account; Invotify never sees your login.

Setting Up a Payment Provider: 1. Go to Settings → Integrations 2. Under "Accept online payments", click Connect next to Stripe or PayPal 3. You'll be redirected to the provider to authorize the connection 4. Complete onboarding (or sign in to your existing account) 5. Once connected, the status and account details appear in Settings

After Connecting: - Payment links can be generated for individual invoices - Payment links are included in invoice emails automatically - Customers can pay directly from the link by card or supported wallet - Payments are deposited into your connected Stripe or PayPal account - Invoice status updates automatically via webhooks when a customer pays

Bank Reconciliation: Pro/Lifetime users can also connect a bank account (via Plaid) to pull in transactions and match them against outstanding invoices. See the Bank Sync section for details.

Managing & Disconnecting: - View connection status and account details in Settings - Click Disconnect to remove an integration at any time - Disconnecting stops new payment links from working but does not affect your Stripe/PayPal account itself

When adding a customer with a European VAT number, Invotify can validate it against the official EU VIES database and auto-fill the company details.

How it works: 1. You create a new customer and enter their VAT number (e.g., LV40203700105) 2. Invotify detects it’s an EU VAT number (starts with a 2-letter EU country code) 3. It sends the number to the European Commission’s VIES database for validation 4. If valid: the company name and registered address from the government database auto-fill into the customer record 5. If invalid: you see a warning before saving

Why this matters: - For B2B invoicing in Europe, you need to verify your client’s VAT number for tax compliance (reverse charge, VAT exemptions) - Auto-filling the official registered name and address prevents typos and ensures your invoices reference the legally correct entity - VIES is the authoritative source — it’s the same database tax authorities use

Supported countries: All 27 EU member states plus Northern Ireland (XI). The full list: AT, BE, BG, CY, CZ, DE, DK, EE, EL, ES, FI, FR, HR, HU, IE, IT, LT, LU, LV, MT, NL, PL, PT, RO, SE, SI, SK, XI.

Free, no API key: VIES is operated by the European Commission. It’s free, public, and requires no registration. Invotify calls it directly when you validate a VAT number.

Note: VIES is occasionally slow or unavailable when EU member state databases are undergoing maintenance. Invotify handles timeouts gracefully — you can always save the customer and validate later.

The Privacy & Data tab gives you GDPR-compliant control over your data: a full export and permanent account deletion.

Data Export: Click Download My Data to generate a single JSON file containing your profile, customers, invoices, quotes, products, templates, and related records. It downloads instantly and is available regardless of your subscription status.

Account Deletion: Click Delete My Account, then type DELETE MY ACCOUNT to confirm. This permanently removes your account and all associated data — it cannot be undone, so export your data first.

Looking for more export options? The E-Invoicing & Compliance section covers structured CSV/JSON data exports and electronic-invoice formats (UBL, CII, Peppol) in detail.