Billing
Numbering, payment terms, default VAT and document template
Billing settings
This tab sets the options applied by default to your invoices, credit notes and quotes.
Document numbering
A Next number generated box at the top of the tab shows you, live, the numbers that will be given to the three document types, for example:
- Invoice:
INV-2026-003 - Credit note:
AVOIR-2026-001 - Quote:
DEVIS-2026-001
Each document type has its own prefix and counter:
| Type | Prefix | Counter |
|---|---|---|
| Invoices | Invoice prefix (e.g. INV, FACT, F) | Next invoice no. |
| Credit notes | Credit note prefix (e.g. AVOIR, NC, CN) | Next credit note no. |
| Quotes | Quote prefix (e.g. DEVIS, Q, D) | Next quote no. |
Prefixes are limited to 10 characters. The counters set the minimum number of the next document (for example 100 or 001).
Numbering format
The Numbering format field controls how the number is assembled. By default: {prefix}-{year}-{number}.
The date tokens available are:
YYYY— the yearMM— the monthNNN— the sequential number
Changing a prefix or a format mid-year breaks your numbering sequence. Check the legal obligations that apply before doing so: invoice numbering must stay continuous, with no gaps.
Default payment term
The Default payment term field is expressed in days and pre-fills the due date of your new invoices. The standard term offered is 30 days.
Default VAT rate
The Default VAT rate selector decides the rate applied to new invoice lines. The options come from the Tax rates tab:
- Standard VAT — 21%
- Intermediate VAT — 12%
- Reduced VAT — 6%
- Exempt — 0%
The standard rate in Belgium is 21% (0% for an exemption).
VAT exemption wording
This text is printed on your invoices that carry at least one 0% line. The law requires you to state why the operation is exempt.
Two buttons pre-fill the wording according to your situation:
- I sell goods to a company in another EU country
- I export outside the European Union
The inserted text stays editable — adjust it if your case differs.
Example wording for an intra-community supply: "VAT exemption, art. 39bis of the VAT Code – intra-community supply".
Invoice preview
The Invoice preview box sums up the effect of your settings: the company name and address, the next document number, the payment term and the VAT rates applied.
Invoice template
The Invoice template section lets you choose how your invoices look, their colour and whether the logo appears.
Eleven templates are offered. Each thumbnail has an Enlarge button to examine it closely.
| Template | Presentation |
|---|---|
| Classic | Full-width coloured header, recipient and payment band, total in a band |
| Minimal | Pared back: two columns, thin rules, total in a light pill |
| Sidebar | Coloured side band carrying the issuer, the payment and the due date |
| Mono | Monospaced figures, dotted rules, sober total |
| Classic (serif) | Elegant serif, italic headings, coloured double rule |
| Compact | Striped table, dense, boxed totals block |
| Stub | Detachable payment stub at the bottom of the document |
| Markers | Section labels in the left margin, guided reading |
| Ribbon | Corner band, lines presented as a list rather than a table |
| Panel | "To pay" side column and stamp |
| Numbered | Numbered lines, header in three blocks |
Document colour
The default accent colour is #2e7d32. YouInv checks automatically that text stays readable on the colour you pick.
Logo on the document
The Logo on the document option controls whether the logo is printed on the invoice. The logo used is the one set in the Company tab.
A template change applies to your next invoices. Those already sent keep the appearance they had when they were sent.