Billing & Accounting Settings

What you set here

Go to Accounting → Settings. The page has these sections:

• Invoice & Document Branding: your logo, accent colour, trading name, letterhead and footer.
• BACS Bank Details: the account customers pay into by bank transfer.
• Invoice Defaults: invoice and reference prefixes, payment terms, charge-out rate, payment instructions, and whether managed print invoices are sent automatically.
• Posting Accounts: the ledger accounts that invoices, bills, credit notes and payments post to.
• GoCardless and Stripe: your connections for Direct Debit and card payments.

You need edit access to Accounting settings to change anything here. Everyone else can view it.

Invoice & Document Branding

Your documents carry your company's name and look, not Plenix's.

Document branding is included on the Professional, Business and Enterprise plans. On the Starter plan, proposals and emails show your account name only, with no logo, letterhead, accent colour or footer. If you move down to Starter, your branding settings are kept and come back when you upgrade again.

Setting	What it does
Logo	PNG, JPEG, GIF or WebP, up to 2 MB. A wide logo on a transparent or white background prints best. Click Upload to add or replace it, or Remove to take it off.
Accent Colour	The coloured stripe across the top of each document, and the Pay Now button in invoice emails.
Trading Name	Shown with your logo. Leave it blank to use your account name.
Letterhead	One item per line: address, phone, email, website, company or VAT number. Printed under your logo.
Footer	Printed at the bottom of every document and email, for example your registered office, company number or terms.

A Preview under the fields shows how the top of an invoice will look. Click Save to keep your changes. The logo is saved as soon as you upload it.

Where your branding appears

• Invoices: on screen, when printed, and when saved as a PDF (Print / Save PDF on the invoice).
• Credit notes and bills: click the printer icon (Credit Notes) or Print (Bills) on any row to open a branded copy you can print or save as a PDF.
• Invoice emails: the email is sent from your trading name and shows your logo, letterhead, accent colour and footer.
• Proposals and quotes: the proposal email is sent from your trading name on your letterhead, and your customer sees the letterhead when they open the proposal in the portal. Click Print on any row in CRM → Proposals to print it or save it as a PDF.
• Customer portal: your customers see the same letterhead when they open an invoice or a proposal in the portal.

Branding is applied when a document is shown or sent. If you change your logo, every invoice, credit note, bill and proposal you open or print afterwards uses the new one, including older documents.

If you have not uploaded a logo, your trading name is shown in its place.

BACS bank details

Enter your account name, bank, sort code and account number exactly as they appear on your bank statement. IBAN and SWIFT/BIC are optional, for international payers. A wrong sort code causes a failed payment, and you will not see an error message.

Bank details are included in the invoice email. They are not printed on the invoice itself. To put payment wording on the printed copy, use Payment Instructions (below).

Invoice defaults

• Invoice Prefix and Reference Prefix: the start of each invoice number and payment reference, for example INV-2026-0001. Changing a prefix does not renumber invoices you have already raised.
• Default Payment Terms: the due date given to new invoices.
• Default Charge-Out Rate: the hourly rate charged for project hours when the project, contract and resource have no rate of their own. This is what you charge customers, not what you pay staff.
• Payment Instructions: shown on the invoice and in the invoice email, for example "Please quote the invoice number as your reference".
• Send managed print invoices automatically: see Sending Managed Print Invoices Automatically.

Prefixes, payment terms and charge-out rate apply to invoices raised after you save.

Posting accounts

Invoices, bills, credit notes and payments post to the ledger by themselves. This section shows the account each kind of posting uses:

Posting account	Used for	Default
Bank / cash	Payments in and out	1000
Accounts receivable	Invoices and credit notes	1100
Accounts payable	Bills	2100
VAT control	VAT on sales and purchases	2300
Sales income	Invoices	4000
Expenses	Bills	5000
Inventory	Stock received on bills	1200
Cost of goods sold	Stock used	5400

Most businesses never need to change these. Change one only if your chart of accounts uses a different code for it. Each choice must be an active account of the same type, and the bank, receivable, payable and VAT accounts must each be different.

A change applies to documents posted from then on. Anything already posted moves to the new account the next time that document changes.

Online payments

Connect Stripe for card payments, GoCardless for Direct Debit, or both. Customers see a Pay Now option for each provider you connect. Use Test connection after saving to check the details work.

Tip: Connect at least one card provider as well as BACS. Invoices with a Pay Now button are paid much faster than bank-transfer-only invoices.