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Document settings

Numbering prefixes and format per document type, sending options, footer, payment reminders and default due dates.

Updated on 06/10/2026 Edit this page Open in the full documentation

The Documents section sets what applies to all your invoices, estimates, credit notes and other documents even before you create them: the number format, the sending options, the footer text, the automatic reminders and the default payment terms. Each document type has its own card.

What you will do

  • Set the numbering prefix of each document type.
  • Enable the payment QR code and the notifications.
  • Write the footer.
  • Set the automatic reminders and the default due dates.

Numbering per document type

  1. Open Settings, Documents section.
  2. Each type (Invoice, Estimate, Purchase order, Credit note, Receipt...) is a card with its current prefix and a switch. Switch it off to hide a type you do not use.
  3. Unfold the card with the arrow on the right.
  4. In Numbering Format, compose the format with the tokens: YYYY for the year, MM for the month, NN for the counter. For example FAC-YYYY-NN gives FAC-2026-01.
  5. Tick the Options you want, then write the Footer.

The prefix and the footer save less than a second after you type; the checkboxes and the switch, immediately.

Field Required Used for
Type switch No Enables or hides the document type in the app
Numbering Format No Number format. Tokens: YYYY 4-digit year, YY 2-digit, MM month, DD day, NN or NNN automatic counter
« QR code de paiement » (payment QR code) No Adds a transfer QR code on the PDF, based on the default bank account
« Notification e-mail » (e-mail notification) No Automatically e-mails the document to the customer when it is created
Send SMS notification No Sends an SMS alert on creation; requires an active SMS integration
Footer No Text shown at the bottom of every document of this type: terms, mentions, contact details
Warning

Changing the prefix does not renumber existing documents. The counter continues on the new format. Avoid changing the invoice format during the year: the number sequence must remain continuous for the tax authorities.

Note

On web.novadesko.com, each type additionally offers the Document Template (PDF layout, with preview and a Select this template button), a Document Header and the Available in customer Wallet option. These three settings are not shown in the desktop and mobile app.

Payment reminders

The Payment reminders block drives the chasing of unpaid invoices.

Field Required Used for
Automatic reminders No Sends the polite reminders without intervention, according to the delays below. When off, you send them by hand from the invoice
Automatic formal notice No Generates and sends a formal notice once the number of polite reminders has been reached without payment
SMS reminders No Pairs each reminder with an SMS; requires an SMS integration (SMS Factor or SMS Notifications)
« Délai avant 1er rappel (jours) » (days before 1st reminder) No Days after the due date before the first reminder. Default value 5
« Nombre de rappels polis » (number of polite reminders) No Reminders sent before the formal notice. Default value 1
« Intervalle entre rappels (jours) » (interval between reminders, days) No Days between two reminders. Default value 2
Tip

With the default values, an overdue invoice receives a reminder on the fifth day late and then, if the automatic formal notice is enabled, a formal notice two days later. See Payment reminders.

Default due dates

Field Required Used for
« Échéance factures (jours) » (invoice due date, days) No Days added to the invoice date to calculate the suggested due date. Usual value 30
« Validité des devis (jours) » (estimate validity, days) No Validity period suggested on a new estimate. Usual value 30

These values are suggestions: you can change the due date on each document.

Warning

The VAT rate applied per line, the e-mail templates and the terms and conditions are not set in this section. VAT is chosen on each line of the document, the terms and conditions in Legal documents.

See also