Payment instructions on documents
Payment instructions are the note that tells your customer how to pay you — typically your bank name, sort code, account number and a payment reference. This guide covers setting a default for the whole organisation and overriding it on an individual invoice.
Before you begin
- You need to be signed in with the organisation selected.
Set an organisation-wide default
- Go to Settings → Organization.
- In the Default payment instructions box, type how you would like customers to pay — for example your bank name, sort code, account number and the reference to quote.
- Select Update.
This default pre-fills the payment instructions on new invoices and proforma invoices, so you do not have to retype your bank details every time.
[Screenshot required: Default payment instructions box on the Organization page]
Override on a single invoice
Every invoice has its own Payment Instructions field, pre-filled from your organisation default. To use different instructions on one invoice:
- Create or edit the invoice while it is still a Draft.
- Edit the Payment Instructions box on the invoice.
- Save the invoice.
The change applies only to that invoice; your organisation default is unaffected.
What happens next
The payment instructions appear as their own section on the invoice PDF and on the email you send the customer, so they know exactly how to settle the invoice.
Important notes
Note: Payment instructions are purely informational — they tell the customer how to pay. They have no effect on your accounts: they do not record a payment or change any balance. Recording that a customer has paid is a separate step.
- Online card payment is not available in this version, so the payment instructions are how your customer knows where to send the money.
- Editing the payment instructions on an invoice is only possible while it is a draft, like the rest of the invoice.