In splose, invoices are highly customisable, so you can set up everything from numbering to PDF appearance when your clients view or download the invoice- handled just how you like it.
This guide walks you through how to configure your invoice settings and set up invoice templates tailored to your practice.
What’s in this guide
Set up invoice preferences and tax settings
Customise invoice templates
Automate invoice reminders
Create and send invoices
Batch invoice to save time
Apply discounts
Manage invoices for multiple practitioners
Set up splose invoice preferences
This section helps you configure the basics of your invoice setup- like how your invoices are numbered, how payments are handled, and your default tax and reminder settings.
Go to Settings → Finances, select Invoices.
Update your preferences:
Enable online payments for online bookings (Stripe integration required) and assign payment method for online payments
Invoice prefix, padding and starting number
This is the number sequence that splose's auto-generated invoice numbers will follow
Credit note prefix, padding and starting number
Similar to invoice number, this is the number sequence that splose's auto-generated numbers will followDefault tax setting
Default invoice reminder preferences:
If you choose to enable invoice reminders in splose, and you’re already using automated reminders through your bookkeeping software, make sure to disable those first to avoid sending duplicate notifications.
Tick Apply to all existing clients if you want to override current client preferences
💡 You can still set individual client preference for invoice reminders by editing their profile
Set a minimum balance for sending reminders (e.g. don’t send reminders under $5)
Set up invoice reminders
Keeping on top of overdue invoices doesn’t have to be manual work. In splose, you can send automatic reminders before and after an invoice is due to gently nudge clients and reduce the chances of late payments. You can create a new invoice reminder by clicking the +New invoice reminder button or clicking the Pencil icon next to an existing one.
You can set reminders for:
Due in X days
Overdue by X days
Choose the reply-to email address: either your business email or a location email (both can be set up and found in workspace details and locations settings pages)
Make sure your clients have email communications enabled so they and their contacts who can receive copies of their invoices receive invoice reminders. You can set each individual client's communication preference by editing their profile and switching communication preference to 'SMS & Email' or 'Email only'.
Customise invoice templates
To update or create your invoice templates:
Click the pencil icon next to a template name (e.g. Standard) to edit an existing template or click the +Add invoice template button to create a new template.
From here, you can customise:
Invoice title options
Field | Description |
Invoice template name | Displayed when selecting a template while creating an invoice. |
Draft invoice title | Shown when the invoice is still in draft mode. |
Confirmed invoice title | Shown once the invoice has been finalised (e.g. sent or marked as sent). |
Overdue invoice title | Shown when the invoice has passed its due date. |
"Invoice to" title (optional) |
|
Payment terms
Set the default payment due in X days (e.g. 14 days). The invoice is marked as overdue once this date has passed
PDF display settings
The PDF display settings will dictate what information is shown on your splose invoices, both viewable by the splose user and the client/contact they send it to. You can create different invoice templates and customise them to your needs.
Brand colour and additional information
Update the brand colour
Scroll to Additional Information and enter your details like your bank account for direct deposits
Information you add here will be included on all invoices and statements by default. You can always edit this at the time of sending.
Other PDF display settings
Customising the fields that appear on your invoice PDFs helps you present information clearly to clients, meet reporting requirements, and ensure you’re only showing what’s relevant for each service type.
Choose what details appear on your invoice PDF:
Category | Details |
Business and client details | Business name, location name, client address, NDIS number, extra client invoice details |
Service and appointment info | Appointment date, appointment time, duration, service type, service description, item code |
Pricing breakdown | Quantity, unit price, discount, tax |
Other fields | Unit, cancellation code, cancellation reason, cancellation notice, cancellation note |
ABN on invoices
To include your ABN on invoices, go to Settings → Locations and enter your ABN under each location as needed. This should automatically be included in your invoices created after you update.
Once you've finished customising your template, hit Save to apply your changes.
Creating and using invoices
After you've finished setting up your templates, you're ready to create your first invoice. We have created multiple guides to walk you through creating and managing your invoices, but here's a quick rundown of all you need to know:
Link invoice template to a location
You can link a default template to a location, which is handy if you have locations that have different invoicing requirements. To do this, head over to Settings → Locations and scroll down to select your invoice template from the dropdown options.
Create an invoice
You can create an invoice from a calendar appointment by clicking the Add invoice button. The appointment details will auto-populate, including any attached support items like provider travel, non-labour costs, and activity-based transport.
To add non-face-to-face support activities, simply add an extra item line, select the type as support activity, and choose the correct item.
Discounts
You can apply a dollar amount or percentage discount to an invoice by editing the Discount column for any item line.
Can’t see the discount column? Click Show/hide fields in the top right to make sure it’s visible.
Invoicing for multiple practitioners
Invoices in splose can only include one practitioner. This is a deliberate design choice to support accurate reporting, simplify reconciliation, and meet funding body and insurance requirements where a clear link between practitioner and service is essential.
If you need to invoice for multiple practitioners or support staff, create a separate invoice for each. Use batch invoicing to speed things up.
Batch invoicing
Batch invoicing in splose lets you create and send invoices for multiple appointments and support activities in one go. Use filters to find exactly what you need- whether it’s by location, practitioner, tags, or appointment status- and generate a batch.
You can:
Review and edit invoices before sending
Save filters to reuse later
Send multiple invoices with just a few clicks
It’s fast, flexible, and designed to save you hours each week.
💡 Batch invoicing uses the standard invoice template (the first invoice template on your list), so be sure to optimise that template for batch invoicing.
Sending and tracking
Once you've created your invoice, send it to your client. It'll be marked as Awaiting payment.
Clients can revisit the original invoice link after payment- it automatically updates to Paid
Use email templates to inform clients that the invoice link serves as a live, updated receipt
Make it yours
Using multiple templates? You can switch invoice templates manually on each invoice to match different billing scenarios- like private clients, plan-managed NDIS, or Medicare sessions.
Once set up, simply select the relevant template when creating or editing the invoice from the dropdown at the top of the invoice editor.
With your invoice preferences and templates all set, you’re ready to send professional, accurate invoices that match your workflow. Whether you’re invoicing on the go, automating reminders, or using batch invoicing to save time- splose has you covered.
Need help fine-tuning your setup? We’re here if you need a hand.