Set a Default Client in Invoice Management
This guide explains how to set a default client that appears automatically in two places: the sales invoice creation screen and the Point of Sale screen. Each one has its own setting.
Contents
The difference between the two methods
| Sales invoice | Point of Sale | |
|---|---|---|
| Method | A pre-filled invoice template that contains the client, chosen as the default template. | The Default Client setting in the POS settings. |
| What is filled in automatically | The client and all the template data (items, discount, notes…). | The client only. |
| Can the client be changed? | Yes. | Yes, from Select Client. |
| Where | Invoice Settings › Invoice Configuration | POS Settings › Billing |
Default client on sales invoices
There is no direct default-client field for sales invoices. Instead, you create a pre-filled invoice template that contains the client, then make it the default template, so every new invoice opens with it.
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Important: The Predefined Invoice Templates field in Invoice Settings appears only after you add more than one template (at least two). If you have only one template, add a second one so the field appears.
Step 1: Create a pre-filled invoice template with the client
- From the main menu, click Templates, then Invoice Templates.
- Click New Template. The New Invoice Pre-filled Template page opens; it’s the same as the invoice screen.
- Choose the Client you want to appear by default (for example: Cash Client).
- Add any other data you want on every invoice (optional): items, discount, notes and terms, or the layout.
- Enter the template name in the Template name field (required).
- Click Save. The message The Pre-filled invoice has been saved appears.
Step 2: Create a second template
The default template field appears in the settings only when you have two or more templates. If you have only one, create another with the same steps (for example a template for another client, or a template with no client).
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Important: When branches are enabled, templates are counted for the current branch only, so the branch you’re working in must have at least two templates.
Step 3: Choose the default template
After you add more than one template, the field appears in the settings:
- From the main menu, click Settings, then Sales Settings.
- In the Billing & Invoicing section, click the Invoice Settings card. (The field isn’t on the Sales Settings page itself; it’s inside this card.)
- In the first section, Invoice Configuration, you’ll find the Predefined Invoice Templates field below the Invoicing Method field. Choose the template.
- Click Save.
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Note: If the field doesn’t appear, check Invoice Templates and make sure there are at least two templates in the current branch.
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Note: When branches are enabled, the setting is saved per branch, so each branch can have a different default template (and client).
When you create a new invoice
- When you open a new invoice, it’s filled in automatically with the client and all the template data, and the date is today’s date.
- You can change the client or any data before saving.
- From the Use Pre-filled Templates list at the top of the screen, you can choose another template, or (No Template) for a blank invoice without the default template.
- If the template’s client has been deleted, the invoice opens without a client.
- When you create the invoice from a client’s page, that client is used instead of the template’s client.
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Note: The default template applies to sales invoices (and advance payments) only. For estimates and sales orders, you can choose a template manually from the same list.
Default client in Point of Sale
- Open POS Settings.
- In the Billing section, choose the client in the Default Client field.
- Click Save.
- Every new order in Point of Sale starts with this client automatically, and the cashier can change it from Select Client.
- When Point of Sale is enabled, the system creates a client named POS Client and sets it as the default client. You can change it to any other client (for example: Cash Client).
- An invoice can’t be saved in Point of Sale without a client, so sales to unregistered customers are recorded on the default client.
- When branches are enabled, the setting is saved per branch and applies to all points of sale and sessions in that branch.
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Note: It’s best to create a client with a clear name, such as Cash Client, from New Client, and use it as the default client in Point of Sale and in the invoice template, so cash sales are grouped in one account.
FAQs
The Predefined Invoice Templates field doesn’t appear in Invoice Settings. Why?
- The field is on the Invoice Settings page (in the Invoice Configuration section), not on the Sales Settings page itself.
- You have only one template, or none. Create at least two templates.
- The templates are in another branch. Create the templates while you’re in the same branch.
Can I change the default client on the invoice?
Yes. The client is only filled in automatically, and you can change it before saving.
I want a blank invoice without the default client. What do I do?
Choose (No Template) from the Use Pre-filled Templates list.
Does the POS setting affect regular sales invoices?
No. The Default Client in Point of Sale applies to the Point of Sale screen only.
What does Adjustment on an invoice mean? Do I need it to set a default client?
No. An Adjustment is an amount added to or deducted from the invoice total under a name you choose. It has nothing to do with the default client.