Step 1: Access Invoice Settings
Click your name or profile in the navigation menu.
Select Invoice Settings.
Step 2: Configure QuickBooks Invoice Prefix (Optional)
QuickBooks Invoice Prefix:
If you've integrated QuickBooks, set an invoice prefix to prevent numbering conflicts when syncing invoices from Luminous.
Example: Add a prefix like "LUM-" to distinguish Luminous invoices in QuickBooks.
Step 3: Customize the Default Invoice Template
Navigate to the Default Template:
Locate the Default Invoice Template section.
Edit or Create a New Template:
To edit the existing template, select it.
To create a new template:
Click Create New Template.
Provide a name (e.g., "Special Distributor Invoice Template").
Select Displayed Columns:
Choose which fields to display in the invoice, such as:
Notes
Product Name
Unit Price
Discount
Quantity
SKU
Retail Price
Add Custom Fields:
Include custom fields to display additional information below the invoice table.
Set Up Payment Instructions and Messages:
Add payment instructions, a payment link, or a custom message to appear on the invoice.
Step 4: Configure Email Templates
Access Email Template Settings:
Navigate to the email template section for invoices.
Customize Email Content:
Write a default email message to accompany the exported invoice.
Send Emails from Luminous:
After setting up companies and contacts, send invoices via email:
Click the three dots next to the invoice.
Select Send to Contacts via Email.
Choose the desired contact(s) to send the invoice.
Step 5: Complete and Lock Invoices
Complete an Invoice:
Once an invoice is paid and shipped, mark it as Complete to lock it from further edits.
Reopen Completed Invoices:
If necessary, enable the setting to Uncomplete invoices and return them to an active status.
Step 6: Set Default Sales Channel for Auto-Generated Sales Orders
Assign a Sales Channel:
Choose a default sales channel for sales orders generated from invoices.
Typically, this is the Wholesale Sales Channel.
Step 7: Configure Payment Options
Enable Credit Card Payments:
Toggle the setting to allow credit card payments for invoices.
Allow ACH Payments:
Enable ACH payments if required for your business.
Step 8: Sync with QuickBooks
Turn On Invoice Sync:
Enable the QuickBooks Invoice Sync to ensure invoices created in Luminous are synced automatically.
Configure Account Settings:
Update QuickBooks accounts, such as:
Asset Account
Expense Account
Income Account
AP Account
Enable Purchase Order Sync:
If you manage purchase orders, toggle the PO Sync setting.
Summary of Key Features
Fully customizable invoice templates allow you to control what appears on the invoice and email.
Sync invoices with QuickBooks for seamless accounting.
Enable various payment methods, including credit card and ACH.
Lock completed invoices to prevent accidental edits while allowing flexibility to reopen them if needed.
Configure sales channels for auto-generated sales orders tied to invoices.
By following these steps, you can efficiently set up and customize your invoice templates and settings, ensuring streamlined invoicing and seamless integration with your accounting tools.