Customize your VAT invoice settings to fully meet your company's standards. In this article, we explain how to set up custom numbering, define default due dates and manage document templates to automate your event's accounting processes.
From this article you will learn:
How to set up a custom VAT invoice numbering format.
How to set the default due date for invoices.
What is the difference between manual and automatic invoice approval.
How to enable the ability to add custom invoice templates.
Step 1: Go to payment settings
To start the setup, go to your event management panel.
In the menu on the left, find and click on the name of your event.
From the expanded menu, select Orders.
Go to Payment Settings tab .
In the Invoices section you will find all the options described below.
Step 2: Invoice numbering settings
By default, the Gridaly system assigns consecutive numbers to invoices within an event. However, you can customize the numbering format by adding your own elements to make it easier to identify and archive documents.
Prefix - text or string of characters that will appear before the invoice number (e.g., FV/YOUR_FIRM/).
Suffix - text or string of characters that will appear after the invoice number (e.g. /MM/YYYY).
Leading zeros - the specified number of digits up to which the invoice number will be completed with zeros from the left. For example, if you enter 5, the number 23 will be written as 00023.
Example:
For the prefix FV/, suffix /2024 and 4 leading zeros, the first invoice in the system will be numbered FV/0001/2024.
💡 Tip: Use symbols in numbering that uniquely identify your event or year. This will make it easier to sort and analyze accounting documents later.
Step 3: Invoice acceptance and payment term
You can choose whether to accept invoices automatically or whether each invoice will require manual approval.
Require manual approval of invoices - when enabled, each newly generated invoice will have a "pending" status and will not be sent to the customer until you manually approve it in the order panel. This gives you full control over the issued documents. If the option is disabled, invoices are generated and sent automatically when the order is paid.
For deferred payments (e.g., traditional transfer), you can define a default payment term:
Days to pay the invoice - enter the number of days after which the invoice is due, counting from the date of issuance.
Payment date - you can also set a rigid, specific date by which all invoices with deferred payment should be paid, regardless of their date of issue.
Step 4: Custom invoice template
If you use a specific invoice template and want to use it instead of the standard Gridaly template, you can enable it.
Custom Invoice File/Template - Checking this option will result in a field for uploading a custom PDF file of the document when manually creating or editing an invoice in the order panel.
Important: This option is not used to upload a single template for all invoices. It only allows you to swap individual manually managed documents.
FAQ
Can I change the invoice numbering format during ticket sales?
Can I change the invoice numbering format during ticket sales?
Yes, you can do this, but it is not recommended. Changing the format in the middle of a sale can introduce inconsistency in numbering and make later billing more difficult. It's best to configure numbering before you start selling.
What happens if I don't set a default payment date?
What happens if I don't set a default payment date?
If you do not define the number of days to pay or a specific date, the system will use the default setting, usually 14 days.
Where can I find invoices that require manual approval?
Where can I find invoices that require manual approval?
You can find all invoices under Orders and Participants → Invoices. Documents requiring approval will have a corresponding status, such as "Pending approval".