Quotes, Invoices and Billing Preferences
This training article explains how to configure and manage how WorkPal handles quotes, invoices, labour, VAT and billing rules. These settings control how customers are charged and how financial documents are generated across your system.
Training objective
After completing this article, you will be able to:
Configure how labour and visit charges are calculated
Set default values for quotes and invoices
Control customer approval and document layout
Connect WorkPal to your accounting software
Manage VAT rates and billing rules
General options and automation
These settings control how WorkPal automatically applies charges and creates documents.
Labour rounding
Defines how recorded labour time is rounded for billing.
For example, you can round time to the nearest 15 minutes, 30 minutes or a full hour.
Visit charge length (mins)
Sets the default time used when adding visit charges to quotes.
This value is automatically applied when a new quote is created.
Invoice term (days)
Controls how many days after the invoice date payment is due.
This becomes the default payment term on all new invoices.
Quote note default text
Adds standard text to the Quote Note field on all new quotes.
This is typically used for terms, disclaimers or standard customer messages.
Price breakdown on quotes and invoices
Controls whether line item prices are visible.
When enabled, each item price is shown
When disabled, only the total price is displayed
Quote approval via email link
Allows customers to approve quotes using a link in the quote email.
Once approved, a tick appears in the Signed column in the Quotes list.
Create invoice on job complete
Adds a checkbox to jobs that automatically creates an invoice when the job is completed.
This helps prevent missed or delayed invoicing.
Quote on mobile
Allows Android users to create quotes in the WorkPal mobile app.
Users should always be on the latest version of the app.
Include incomplete tasks on invoices
Controls whether tasks that are not marked as complete are included on invoices.
This is useful for staged or advance billing.
Quote and invoice filename structure
This controls how exported PDF files are named.
You can drag and drop fields such as client name, quote number and date to create a filename.
Example
ClientName_QuoteNumber_Date.pdf
This keeps files organised and easy to identify.
Quote and invoice status management
Statuses are used to track progress through your quote and invoice workflow.
You can:
Create custom statuses
Set a default status for new quotes and invoices
Statuses must be selected manually so they match your business process.
Accounting integration
WorkPal integrates with:
Sage
Sage Business Cloud
QuickBooks
Xero
When connected, invoices, payments and VAT rates can sync automatically between WorkPal and your accounting system.
Each platform has its own setup guide.
Default values
These values are used when no user or client specific settings exist.
Default visit charge
Used when a client does not have a visit charge set.
Default hourly rate
Used when a user does not have a custom hourly rate.
Travel time
Defines the hourly rate charged for travel.
Default minimum charge
Used when a client does not have a minimum charge set.
These defaults ensure consistent billing even when records are incomplete.
VAT rates
This section lists all VAT rates in your system.
You can:
Add or edit VAT rates manually
Import VAT rates from your accounting software using Get VAT Rates
Each VAT rate includes a description, a percentage and a default setting.
Footers on quotes and invoices
Footers appear at the bottom of all quotes and invoices.
They can be used for legal text, payment instructions or branding.
Multiple footers can be created and applied as required.
Summary
By correctly configuring these settings, you ensure:
Accurate and consistent billing
Professional looking documents
Reliable VAT calculations
Seamless accounting integration
These preferences form the foundation of how WorkPal handles quoting and invoicing across your business.