Introduction
This article covers all invoice-related settings available in Copilot. These options let you control how invoices are created, formatted, and delivered to your customers.
You can access invoice settings by clicking the gear icon (⚙️) in the top-right corner of your Copilot screen.
When Creating Invoices
Where to find: Settings > Preferences
When the system generates an invoice automatically (for example, when closing a visit), you can choose how invoices are created:
Create an Invoice for Each Visit
Create an Invoice That Combines All Visits for That Customer
Create an Invoice for Each Property
When Closing & Invoicing Visits
This setting controls how Copilot automatically generates invoices when a visit is completed and closed. You can choose how the system groups visit details into invoices, which helps you control billing frequency and invoice organization.
How to Find This Setting
Click the gear icon (⚙️) in the top-right corner of your Copilot screen.
Select the Preferences tab.
Scroll down to the When Closing & Invoicing Visits section.
Setting Options
Create an Invoice for Each Visit
A new invoice will be created every time a visit is completed, even if multiple visits belong to the same customer.
Best for businesses that bill per job or per service rather than by schedule or account.
Example:
If a customer has three separate visits in a week, each visit will generate its own invoice.
Add Visit Info to an Existing Invoice for Customer (if it’s Not Sent)
Completed visit line items are added to an existing, unsent, unpaid invoice for the same customer.
If that invoice has already been sent or paid, Copilot will automatically create a new invoice.
Ideal for businesses that prefer to group several visits together before sending a single invoice.
Example:
You complete three visits for a customer this month but haven’t sent their invoice yet. When you close the third visit, its line items will be added to the same draft invoice automatically.
Add Visit Info to a Pending Invoice for Customer for the Month of Visit
Completed visit line items are added to an unsent, unpaid invoice for the same customer if the invoice date is within the same calendar month as the visit.
If the existing invoice has already been sent or paid, or if a new month has begun, Copilot creates a new invoice automatically.
Useful for businesses that bill monthly, grouping all work done in a given month into one invoice.
Example:
A customer receives weekly visits throughout March. Each closed visit adds to the same March invoice until April begins — at which point a new April invoice is created.
Important Notes
These settings apply moving forward only. Changing them will not retroactively affect invoices created from past visits.
If your workflow includes recurring visits, your chosen setting determines how those visits are grouped into invoices automatically when they’re closed.
Invoice Start #
The Invoice Start # defines the starting number Copilot uses when creating new invoices.
How to Edit the Invoice Start Number
Go to Settings > Preferences.
Scroll down to Invoice Start #.
Click the number field and enter your desired starting number.
Notes:
Updating this affects only newly created invoices.
If the number is already in use, Copilot automatically selects the next available number.
Example: You can start numbering at “001,” “1001,” or “94526.”
Default Invoice Date
Where to find: Settings > Invoices, Estimates & Receipts
This setting determines which date appears on invoices. Choose one of the following options:
The date the invoice is sent
The date of the last service added to the invoice before it is sent
Do not change the invoice date
Set Default Service Date
Where to find: Settings > Invoices, Estimates & Receipts
When manually creating an invoice, this setting automatically applies today’s date as the service date.
This is a checkbox option.
Default Invoice Messages
Set default text that appears on every invoice you send.
How to Access
Go to Settings > Invoices, Estimates & Receipts.
Scroll down to Default Invoice Messages.
Available Fields
Notes Visible to Customer: Add notes to appear on all invoices.
Terms: Define your standard payment terms (e.g., “Please pay all invoices within 15 days of receipt.”).
Default Invoice Email Settings
Control how invoice emails are sent from Copilot.
How to Access
Go to Settings > Invoices, Estimates & Receipts.
Scroll down to Default Invoice Email Settings.
Available Options
Default Invoice Email Template: Choose the email template used when sending invoices.
Attach PDF of Invoice to Email: Automatically attach a PDF of the invoice to each email.
Default Invoice SMS Settings
Control how invoice text messages (SMS) are sent.
How to Access
Go to Settings > Invoices, Estimates & Receipts.
Scroll down to Default Invoice SMS Settings.
Available Option
Default Invoice SMS Message: Choose the SMS template used when sending invoices via text message.
Visible to Customer
Control which columns customers see when viewing their invoices.
How to Access
Go to Settings > Invoices, Estimates & Receipts.
View the Visible to Customer section at the top.
Available Options
Qty/Hr
Cost/Rate
Budgeted Hours
Show Invoice Event Date
Choose which date appears on invoice line items.
How to Access
Go to Settings > Invoices, Estimates & Receipts.
Scroll down to Show Invoice Event Date.
Available Options
The scheduled date of the event
The completed/closed date of the event
Choose the visit date manually when closing the event
Invoice Due Date Visibility
Control whether the invoice due date appears to customers.
How to Access
Go to Settings > Invoices, Estimates & Receipts.
Scroll down to Invoice Due Date Visibility.
Available Options
Hide for All Customers
Show for All Customers
Use Customer Setting
Note: Invoice due dates are determined by your Late Fee rules.
Show Property Name in Invoice
Decide whether to display just the address or both the property name and address on invoices.
How to Access
Go to Settings > Preferences.
Scroll down to Show Property Name in Invoice.
Available Options
Show Address Only
Show Property Name and Address
Show Custom Fields in Customer Portal and PDF
Choose whether to display custom fields assigned to invoices in the customer’s portal view and on invoice PDFs.
How to Access
Go to Settings > Preferences.
Scroll down to the Custom Fields section.
This is a checkbox setting.
Show Pending, Draft, Paid in Full, and Past Due Stamp on Invoices
Display a colored status stamp on invoices so customers can see if they’re Pending, Draft, Paid in Full, or Past Due.
How to Access
Go to Settings > Invoices, Estimates & Receipts.
Scroll down to Show Pending, Draft, Paid in Full and Past Due Stamp on Invoices.
This is a checkbox setting.
Preferred Invoice Send Method
Choose which send method new customers default to when invoices are sent in bulk.
How to Access
Go to Settings > Invoices, Estimates & Receipts.
Scroll down to Preferred Invoice Send Method.
Available Options
None
Email
Regular Mail
Text Message
Note: The preferred send method is used when sending invoices in bulk from Finance > Invoices.
Auto-Send
The Auto-Send feature in Copilot automatically delivers invoices on a set schedule — daily, weekly, or monthly — based on your preferences.
For example, you might send invoices every Friday or on the first Monday of each month to match your billing cycle.
👉 Learn more in the full guide Auto-Sending Invoices
Late Fees
The Late Fees feature automatically adds fees to invoices that remain unpaid after a certain period.
For example, you might apply a 10% fee to invoices not paid within 30 days.
Note: Late fees also determine invoice due dates — if no late fee is set, no due date will appear.
👉 Learn more in the full guide: Late fees & invoice due dates