Set invoice terms and quote expiry defaults

Choose how long customers get to pay a new invoice, how long a quote stays valid, and which save button your team sees first on quotes and invoices.

In the sidebar, open Settings, then choose Document Defaults under Sales & Billing. The page address is /settings/org/billing/document-defaults.

Before you start

• These are organization-wide starting points. A customer with their own terms keeps them, and anyone can change the dates on a single quote or invoice.
• Your role needs the billing document templates permission to open the page.

Steps

1. Under Invoice defaults, pick Default invoice terms: how many days a customer has to pay, counted from the invoice date. Due on receipt means the same day.
2. In Due date shortcuts, type the day counts you want as one-press chips on an invoice, separated by commas, for example 0, 15, 30. Use 0 for due today.
3. Under Quote defaults, pick Default quote expiry: how long a quote stays good for, counted from the quote date.
4. In Quote expiry shortcuts, type the day counts you want as chips on a quote, for example 30, 60, 90.
5. Under Save behavior in each section, press the action you want as the main button: Save, Save and close or Close and new. The other actions stay in the arrow next to the button.
6. Set Remember each user’s last save action to On if you want each person's last choice to become their main button, or Off so everyone always sees the organization default.
7. Set Send copy to self to On if quote or invoice emails should start with a copy to the sender.
8. Under Quote defaults, set Request customer approval to On if new quotes should ask the customer to approve by default. With that on, Open prepared agreement first opens the approval agreement for a look before it goes out instead of sending it straight away.
9. Under Edit review, leave Always review financial amount changes Off unless you want Nova to ask for a confirmation every time an amount changes on a saved document.
10. Press Save defaults. The button reads Saved for a moment.

What you see

• The Default invoice terms and Default quote expiry lists include every day count you typed into the shortcuts, so a shortcut can also be the default.
• Each Save behavior section shows which action is the main button right now.
• Save and send cannot be the main button; it always sits in the arrow menu on the quote or invoice. It never sends on its own: it saves, then opens the send screen so you can check the document first. See Send a quote.
• A red message under a shortcuts field means Nova could not read a value. Use whole numbers separated by commas.

If something looks different

• Save defaults is greyed out: a field still has an error. Fix the red message first.
• The page says you do not have access: your role cannot open billing document settings. Ask your admin.
• You want to change the words on quotes and invoices, not the dates: that is Billing Document Templates under Templates in Settings, not this one.
• The page also holds email and inventory settings. See Choose whether billing emails attach a PDF and Hold inventory from quotes and invoices.

Open Document Defaults