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Invoices | Settings

Via Settings > Invoices you determine how the invoices module works: which fields and columns you see on an invoice, which texts appear on it by default, how you send to your accountant, which statuses Robaws assigns itself and with which PDF and email templates you work. This page is only visible to administrators. Your changes are saved as soon as you leave the page. Do you want to apply them straight away? Then click Activate settings at the bottom right: Robaws saves them and reloads the page. How to work with invoices is explained in Invoices | General.

You do not set the numbering of your invoices and credit notes here, but in your journals, via Settings > General. You also create your payment conditions, with financial discount and credit limit, in the general settings.

Overview

Here you determine what the views of the overview screen of your invoices look like. What you change here applies to every user. In addition, every user can still create and set up their own overviews.

Setting	Explanation
Quick filters	Choose which filters are ready by default in your overview.
System view	Choose which columns you want in the table view, and in which order.
Card info	Set the title, the subtitle and the fields of the card in the kanban view. A maximum of 8 fields in total.
Tags	Set up labels that appear on a card as soon as an invoice meets your condition. At most 10 per module.

Card info and tags apply to the whole environment. You set the columns separately per overview.

Settings

Setting	Explanation
Show line nrs., Show post nr.	Show the column with the line number and the post number with the lines of your invoices.
Activity	Show the Activity column with the lines.
Assign payment link payments to invoices	If your customer pays via a payment link, Robaws registers that payment on the invoice.
Enable advanced invoices	Show the Advance invoice block on the invoice, to mark an invoice as an advance or final invoice. See Creating an advance invoice
Show cover text	Show an introductory text above the lines.
Show invoice period	Show the Invoice period field, to record the period the invoice relates to.
Show delivery customer field	Show the Delivery customer field, for the customer where the delivery took place if that is a different one from the customer who pays.
Auto-create client	If you receive a self-billing invoice from an unknown customer via Peppol, Robaws creates that customer. Switched on by default.
Invoice remark, Creditnote remark	The remark that appears on every new invoice or credit note. Via the globe icon you fill it in per language. On a credit note, the legal statement about the VAT to be refunded is there by default.
Invoice conditions	The conditions on your invoice.
Credit limit notice	The text that appears on the invoice if the payment condition has a credit limit.

UBL

Setting	Explanation
UBL download	Show the UBL action button, to download the UBLs of your invoices.
UBL e-mail	Show the Send to accountant action button, which sends the UBLs to the email address of your accountant.
UBL to e-mail, Creditnote UBL to e-mail	The email address to which the UBLs of your invoices and of your credit notes go.
UBL Invoice note, UBL InvoiceLine note	An extra note in the UBL, on the invoice and on every line.

See Sending your incoming and sales invoices to the accountant

QR payment code

Switch on Free description instead of structured description to use a free description in the QR payment code, and fill it in at Free description. See Adding a structured statement to your invoices

Extra fields

Do you want to keep track of something on an invoice for which there is no standard field? Then create extra fields. They appear on every invoice.

G-account default settings

(only for companies in the Netherlands) Switch on Activate G-account to work with a G-account on your invoices.

Standard texts: Other remark

Create texts here that you add with one click to the Remarks field of an invoice, via the icon next to that field.

Pdf

Setting	Explanation
Page footer text	The text at the bottom of every page of your invoice.
Default PDF templates	Choose which template Robaws uses by default for Invoice and for Invoice simpel.
Templates	Your PDF templates. Per template you determine what appears on the PDF, for example the Structured statement. See Deciding what appears on your pdf

Statuses

With these statuses, Robaws adjusts the status of your invoices itself:

Setting	Explanation
Default status	The status of a new invoice.
Status in which invoice can expire, Expirestatus	If an invoice has one of these statuses and the due date has passed, Robaws sets it to the expire status. Robaws checks this every six hours. Credit notes do not expire.
Paid status	The status as soon as an invoice has been paid in full. If you set an invoice to this status yourself, Robaws registers a payment for the full outstanding amount.
Partially paid status	The status as soon as part of the invoice has been paid.
Status unpaid	The status when an invoice is outstanding again after a payment, for example because you deleted the payment.
Creditstatus	The status an invoice gets when you credit it with the Credit note action button in the overview. After that, Robaws no longer changes the status of an invoice with this status.
Status after sending with Peppol	The status as soon as an invoice has been sent via Peppol.
Status after receiving self-billing invoice	The status of a self-billing invoice that you receive via Peppol.
Status project after final invoice	The status the project gets as soon as you create the final invoice.

Below that, you create the list of statuses for your invoices. How statuses work is explained in Working with statuses. How you follow up payment reminders with these statuses is explained in Sending a payment reminder to your customers

Default documents

Create default documents here that you draw up from an invoice, for example a payment reminder letter.

Email templates

Here you create the email templates with which you send your invoices. Per template you can set to which status the invoice goes as soon as you send it.

Holdback

Switch on Activate holdback to hold back an amount from your invoices, and create your holdback templates via Manage holdback templates. See Holding back an amount with a holdback

Updated on: 06/11/2026

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