How do I set my quote and invoice defaults?
Quote defaults live at Settings → Quotes and invoice defaults at Settings → Invoices. Set them before you send your first documents — they control your numbering, how long quotes stay valid, your payment terms, and the footer text that appears on every quote and invoice.
> Warning: numbering locks permanently. Your quote prefix and starting number lock once your first quote exists, and your invoice prefix and starting number lock once your first invoice exists — there's no undoing either. If you're carrying on a sequence from an old system, set both prefixes and starting numbers first.
Quote defaults — Settings → Quotes → Quote basics
- Quotes expire after — how long a new quote stays valid: Same day, 7, 14, 30 or 60 days. This sets the default Valid until date on every quote you create (you can still adjust it per quote — see "How do I create and send a quote?").
- Quote number — a prefix plus the number to start counting from. Locks permanently once your first quote is created (see the warning above).
- Quote footer — text that appears at the bottom of every quote. You can drop in your business name and the customer's name.
Quote reminders — Settings → Quotes → Quote reminders
Automatic follow-ups on quotes you've sent. Add reminders as timing rows — a reminder can go 1, 3 or 7 days after you send the quote, 3 days or 1 day before it expires, or on the expiry day, and each timing can be used once. Each reminder can go by SMS, Email or both (new rows start with Email on), and has an editable message template. These chase quotes; they're separate from the payment reminders that chase unpaid invoices.
Invoice defaults — Settings → Invoices → Invoice basics
- Default payment terms — how long customers have to pay: due on receipt, or due in 7, 14, 30 or 60 days. This sets the due date on your invoices.
- Invoice number — a prefix plus the number to start counting from. Locks permanently once your first invoice is created (see the warning above).
- Invoice footer — text that appears at the bottom of every invoice. You can drop in your business name and the customer's name.
Invoice chasing lives on its own tab: Settings → Invoices → Payment reminders — see "How do I set up automatic payment reminders for unpaid invoices?".
Common Questions
I've already created a quote — can I still change my quote numbering?
No. The prefix and starting number lock permanently once the first quote exists (invoice numbering locks the same way once your first invoice exists). Everything else on the page — expiry, footer — stays editable.
Can I keep the numbering sequence from my old system?
Yes — set your prefix and starting number at Settings → Quotes → Quote basics and Settings → Invoices → Invoice basics to pick up where the old system left off. Do it before you create your first quote and your first invoice — both lock once the first one exists.
Are quote reminders the same as payment reminders?
No. Quote reminders (Settings → Quotes → Quote reminders) follow up quotes waiting on a customer's response. Payment reminders (Settings → Invoices → Payment reminders) chase unpaid invoices around their due date. They're set up separately.
Can I put my logo and brand colours on quotes and invoices?
Yes. Your logo and colour come from the Brand kit at Settings → Business → Business profile, and Quote basics and Invoice basics each also carry a Branding card if you want quotes or invoices to look different. See "How do I add my logo and brand colours to quotes and invoices?".
Need More Help?
If you're setting up numbering to carry on from an old system and want a second set of eyes before your first quote goes out, ask Sophiie Assistant in your dashboard first — she can guide you or make the change for you. Still stuck? Email support@sophiie.ai or call +61 7 5620 4640.