Invoicing

Here you can change the settings for invoices.

These settings are global settings, which means they affect all users and all accounts (portals).

Settings

GENERAL

Use Service Date

Defines if the Service Date field will be shown when adding line items for an invoice.

The service date lets you specify a time (from - to) for the line item, for example:

Line Item: 7-Day Guided Alpine Excellence Tour

Service Date: May 10, 2026 – May 16, 2026

A service date only applies to the current invoice, not to the re-usable line item. Saving the line item won't store the date, which allows you to set a new date every time you use it.

Example for how this setting affects the invoice for the customer.

Use discount

Defines if the Discount field will be shown when adding line items for an invoice.

Adding a discount for a line item lets you reduce the cost of the item.

The discount only applies to the current invoice, not to the re-usable line item. Saving the line item won't store the discount, which allows you to set a new discount every time you use it.

Example for how this setting affects the invoice for the customer.

Use tax

Defines if the Tax field will be shown for line items.

The tax applies to the line item, not just the current invoice. This means if you disable this field and already have saved line items that contain a tax, the tax will still be applied for the total of the item, but the tax field won't be shown.

Example for how this setting affects the invoice for the customer.

Show total without tax

Defines if the Total without Tax will be shown for line items on the invoice.

Example for how this setting affects the invoice for the customer.

Tax display for unit price

Defines if the unit price on the invoice is shown with or without tax.

Example for how this setting affects the invoice for the customer.

Use recurring invoices Defines if users can create recurring invoices. If you disable this, recurring invoices won't be available in the Invoicing module.
Use installments Defines if users can use installments when creating an invoice.
Use late fees Defines if users can use late fees when creating an invoice.
Save line items for future use

When creating an invoice, users can add line items and have the option to save them for future use. This setting defines if new line items are saved by default.

If it is disabled, users will still have the option to save the line item they created, but need to manually toggle Save item for future use if they want to save it.

Use PO number

Defines if a PO number is used.
Hide customer reference on invoice

Defines if the contact reference number is shown to your customer on the invoice.

The contact reference number uniquely identifies a contact.

The reference number is displayed to you underneath the contact name in Flywire Dashboard.

The reference number is displayed to your customer on invoices and credit notes as customer reference. (You have the option to hide the customer reference via the settings for invoices).

Example for how this setting affects the invoice for the customer.

INVOICE

The default settings here apply to all invoices, but can be overwritten by group settings for contacts.

Default Payment term

Defines the default payment term for all invoices.
Automatic reminders

Defines the automatic reminders for all invoices.
Late fees

Defines the default late fees for all invoices.

FIND MY INVOICE

Here you can customize the welcome message for your customers that is displayed to them on the Find my invoice page.

 

How do the settings affect the invoice for the customer?

Hover over the settings to see what part of the invoice they change:

Use Service Date

Use discount

Use tax

Show total without tax

Tax display for unit price

Show/Hide customer reference on invoice