# Quote and invoice settings

> Set numbering, pricing defaults, payment terms, email templates, tax and currency for new quotes and invoices.

- URL: https://tillage.ai/docs/account/quote-and-invoice-settings
- Section: [Account and team](https://tillage.ai/docs/account)

These team settings fill in the starting values for every new quote and invoice, so you set them once instead of on each document. Changing them doesn't alter documents you've already created.

Open **Team Settings** from the team menu, choose a tab, make your changes and click **Save Team Settings**. Only owners and admins can save.

## Quotes tab

### Quote defaults

| Setting | What it does |
|---|---|
| **Default Variance (%)** | The risk buffer added to each new line item. Starts at 15%. |
| **Default Profit Margin (%)** | The margin applied to new quotes. Starts at 20%. |
| **Default Price** | The hourly rate filled in on new line items. |
| **Auto-Save (seconds)** | How often a quote saves while you edit, from 10 to 300 seconds. |

You can change variance and margin on any individual quote. See [Line items and pricing](https://tillage.ai/docs/quotes/line-items-and-pricing).

### Quote numbering

1. Enter a **Quote Prefix** of up to 10 characters, such as `QT`.
2. Choose a **Quote Number Format**: `{YYYY}-{MM}-{###}`, `{YYYY}{MM}{###}`, `{###}` or `{YYYY}-{###}`.
3. Set a **Starting Number**.
4. Check the **Preview**, for example `QT-2026-11-001`.

The number after the prefix keeps counting up from your most recent quote. Quote numbers don't restart each month or year, even when the format includes the date, and they never go below the starting number.

### Quote personalization

- **Introduction Text** appears at the top of your quotes. Use it for a short thank-you or context.
- **Signature Image** (PNG, JPG or SVG up to 2MB) appears at the bottom of your quotes.

### Display settings

The **Display Settings** table has **Public** and **Internal** switches for each column.

- **Quantity** and **Rate** under **Public** control whether your client sees each line's quantity and unit price. Both are on by default.
- **Variance** under **Internal** sets whether new manual and library lines start with your default variance. Turn it off and new lines start at 0%.

Clients never see your variance, base cost or profit margin, whatever these switches say. Each line reaches the client as a final total.

> **Note:** If **Rate** is on, clients see your base hourly rate, while line totals include variance and margin. Quantity × rate won't match the line total. Turn **Rate** off if you'd rather show only quantities and totals.

### Quote email

Under **Email Settings**, set the default **Email Subject** and **Email Message** sent with quotes. You can change them each time you send. See [Email variables](#email-variables).

## Invoices tab

### Invoice numbering and terms

1. Enter a **Prefix**, such as `INV`.
2. Choose a **Format**. The format decides when the counter restarts:

   | Format | Example | Counter restarts |
   |---|---|---|
   | `{YYYY}-{MM}-{###}` | INV-2026-11-001 | Every month |
   | `{YYYY}-{###}` | INV-2026-001 | Every year |
   | `{###}` | INV-001 | Never |
   | `{YY}{MM}{###}` | INV-2611001 | Every month |

3. Set a **Starting Number** and check the **Preview**.
4. Choose default **Payment Terms**: **Due on receipt**, or Net 7, 15, 30, 45, 60 or 90 days. Net 30 is the default.

The date in an invoice number follows the invoice's issue date.

### Invoice email

Under **Email Settings**, set the default subject and **Email Message** sent with invoices.

### Invoice reminders

Reminders follow up on overdue invoices automatically. They're off until you turn them on.

1. Turn on **Enable Reminders**.
2. Set **First Reminder (Days After Due)**, from 1 to 90. The default is 7.
3. Set **Follow-up Frequency (Days)**. The default is 7.
4. Set **Maximum Reminders**. Enter 0 to keep reminding until the invoice is paid.
5. Edit the **Reminder Email Subject** and **Reminder Email Message** if you like.

Reminders go only to invoices that were sent, are unpaid and are past their due date. They're sent at 9 AM in your team's timezone, and sending a reminder marks the invoice as overdue.

### Contract numbers

Contract numbers aren't configurable. They count up as `CT-0001`, `CT-0002` and so on.

## Email variables

In the quote, invoice and reminder email fields, click **Insert Variable** (or the ✨ button in the message toolbar) to add a placeholder. Tillage replaces it when the email is sent.

| Email | Variables in the menu |
|---|---|
| Quote | `{clientName}`, `{quoteNumber}`, `{quoteAmount}`, `{validUntilDate}`, `{businessName}` |
| Invoice | `{clientName}`, `{invoiceNumber}`, `{invoiceAmount}`, `{dueDate}`, `{issueDate}`, `{businessName}` |
| Reminder | The invoice variables plus `{daysOverdue}` |

You can also type `{clientContact}`, `{clientEmail}`, `{businessEmail}` and `{businessPhone}` into any of these emails. Dates are written out in full, like November 1, 2026.

Only the quote, invoice and reminder emails can be edited. Receipts, contract emails, invitations and other system emails use fixed wording with your business name and logo. For contract text variables, see [Smart variables](https://tillage.ai/docs/reference/smart-variables).

## Tax tab

### Tax configuration

- **Default Tax Rate** (%) is applied to new quotes and invoices.
- **Tax Label** is the name shown on documents, such as Sales Tax, VAT or GST.
- Turn on **Tax-Inclusive Pricing** if your prices already include tax.
- Turn on **Compound Tax** to add several components, such as state, county and city. Click **Add Tax Component** for each one; Tillage shows the total compound rate.

The **Current setup** summary shows whether you're using tax-inclusive, compound, simple or no tax.

### VAT or tax ID

Enter your **Business VAT/Tax ID Number** and the **VAT Number Label** to show beside it, such as VAT Number, Tax ID or ABN.

### Field visibility

Use **Show Tax on Quotes**, **Show Tax on Invoices** and **Show Line Item Tax Column** to control where tax fields appear. If all three are off, tax fields are hidden everywhere.

> **Note:** On quotes, tax is an estimate for your team. The quote editor shows a tax line, but the quote your client approves doesn't include tax. Add tax when you invoice.

## Currency and regional settings

On the **Business** tab, the **Regional & Formatting** card sets the team **Currency** and **Timezone**. Choosing a business country sets the currency to that country's default. The timezone controls when recurring invoices run and when reminders go out. See [Business and branding](https://tillage.ai/docs/account/business-and-branding).

> **Note:** Amounts inside quote and invoice emails currently always show a dollar sign, whatever your team currency. The documents themselves use your currency.

## Related

- [Line items and pricing](https://tillage.ai/docs/quotes/line-items-and-pricing)
- [Processing fees](https://tillage.ai/docs/invoices/processing-fees)
- [Billing schedules](https://tillage.ai/docs/invoices/billing-schedules)

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