Set up your business details

Your business details are under Businesses. Open your business, then Details. There you set the legal name, address, tax ID, default currency and language, and the invoice number format. The Business type tab holds your payment terms, tax defaults and wording. Owners and admins can change them.

Workspace and business

Your workspace is the account space: its name, time zone, team and plan. A business is the legal entity your invoices come from. We create the first business for you when you create the workspace, and its legal name is the name you typed.

For the workspace name, time zone, default currency and default language, go to Settings, then General. The time zone sets your invoice dates and the day your monthly sending limit resets.

What you need before your first send

BillingMart does not ask for a street address or a tax ID before you send. These do matter:

• A client with an email address. A confirmed address gets the email. An address the client has not confirmed yet still gets it, and we log that. If the client has no email, or the address bounced, the invoice is numbered and counted, but no email goes out.
• At least one line and a total above zero. An empty invoice is refused. Nothing is numbered or counted.
• Any required invoice details. Most business types add a detail you must fill in on every invoice, such as a job address. If one is missing, the send is refused and the console takes you to the field.
• Email turned on. It is on unless someone switched it off under Settings, then Messaging.

If you add an address, line 1 and the country (two letters, such as US) are required. The invoice PDF prints your legal name, address and tax registration ID when you have set them.

Set the details

1. Choose Businesses, then your business, then Details.
2. Fill in Legal name. Add Trading name, Tax registration ID, Email and Phone if you want them.
3. Add the Address.
4. Set Default currency and Default language. You can choose from a longer list than we translate. Only English, Spanish, French, German and Arabic are translated, and only the document labels.
5. Choose Save changes.

Invoice numbering

The Invoice number format field uses two parts: {seq} is the running number and {YYYY} is the year. A format like INV-{YYYY}-{seq} prints INV-2026-0001. The field shows what the next number looks like. Allowed around the parts: letters, digits, spaces and . _ - / #, up to 64 characters.

A number is given when you send, not when you save. A draft shows Assigned when sent. With {YYYY} in the format, the count starts again at 1 each year. Without it, the count carries on. Changing the format does not change numbers you already issued.

Business type

The business type is a starting set of defaults copied onto your business. It sets the wording on invoices (for example Customer or Client), line items and fees, extra invoice details, tax defaults, payment terms, the number format and the reminder schedule.

• Choose or change it. Use Choose your business type on Pending tasks, or Change type on the Business type tab. You may be asked to confirm it is you.
• It replaces your own. The new type takes over line items, fees, invoice fields, tax, payment terms and reminders. A number format you customised is kept.
• It is your own copy. A later change to our catalogue changes nothing until you choose Review changes.
• Edit the defaults. On the Business type tab, Edit terms and tax changes net days, deposit, retainage, installments, notes and tax.

Next, send your first invoice.