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What information should be include in the "Admin > Setting > Invoice & Receipt" tab?

The Admin > Setting > Invoice & Receipt tab in UrbanSoft serves as the central financial accounting and billing document configuration module. It manages layout banners, PDF display rules, customized numbering formats, tax rates, payment gateway QR code uploads, automated payment due date reminders, eSigning/stamping settings, and B2B/B2C legal terms across financial documents (Quotation PDF, Invoice PDF, and Receipt PDF).

What Can I Do?

You can format and manage your financial billing documentation using the following key administrative functions:

• Upload High-Resolution Financial Headers: Add customized header banners (2,250 x 500 px) for tax invoices, payment receipts, and financial quotations.

• Customize PDF Format & Numbering Rules: Build custom document numbering structures combining year, month, prefix, and sequential running numbers.

• Configure Payment Gateways & Tax Rates: Upload payment QR code images (such as DuitNow, Touch 'n Go, or PayNow), enter default tax rates (e.g., 6% SST), and store bank remittance instructions.

• Set Automated Due Date Reminders: Configure automated payment follow-up email notifications and dispatch limits before or after due dates.

• Enable eSigning & Stamping: Utilize digital signature and official stamp features across quotations and tax invoices.

Field Definitions & Operational Guidance

1. PDF Layout & Visual Banners

• Invoice Header Banner: Upload a branded header banner image (2,250 x 500 px, PNG/JPG/JPEG under 2MB) featuring your company logo and official header design for all tax invoices.

• Receipt Header Banner: Upload a dedicated header banner image (2,250 x 500 px, PNG/JPG/JPEG under 2MB) for official payment receipts.

• Quotation Header Banner: Upload an official header banner image (2,250 x 500 px, PNG/JPG/JPEG under 2MB) for financial quotations.

• Table Theme (Quotation, Invoice & Receipt):

  • Select Table Theme: Choose a primary accent color for table headers that matches your brand identity.

  • Quotation & Invoice Template & Detail: Select the layout template for itemizing tour fees, breakdown costs, subtotal, tax lines, and eSigning.

  • Receipt Template & Detail: Select the receipt layout template to display payment records, payment methods (Bank transfer / Card payment), and outstanding balances clearly.

2. PDF Document Rules (Applies individually across Invoice PDF, Receipt PDF, and Quotation PDF)

• Select PDF Header: Choose Uploaded Header Banner to display your graphical banner, or Default Header for plain text.

• Company Name & Address: Select Showing Both (English + Local) or choose single-language options according to your accounting requirements.

• Company Information: Check the credentials and channels to print on the header/footer (Company Registration No., Tourism Licence No., Officer Contact 1, Office Contact, Officer Email 1, Office Email, WhatsApp, WeChat, Line, Messenger, Telegram, Kakao, Website, etc.).

• Buyer Name, Company Name & Address: Choose whether to display the client/buyer's details in English, Local language, Both, or Not Showing.

• Buyer Contact & Email: Select Show to display direct buyer contact information or Hide to keep documents strictly B2B/agency-focused.

3. PDF Format, Numbering & Payment Controls

• Numbering Format: Build your prefix structure using parameters like YEAR/MONTH/(INV/ORC/QUO)/NUMBER (e.g., "2026/10/INV-00001" for invoices, "2026/10/ORC-00001" for receipts, or "2026/10/QUO-00001" for quotations).

• Number Width: Select the digit padding for running numbers (e.g., "5 Digits" to render 00001).

• Current Number Used Until: System auto-counter showing the latest generated document number.

• Notes / Payment Instructions: Enter default bank account details, SWIFT code, and remittance rules (e.g., "Bank: Maybank | Acc: 512345678901. Please email proof of payment to finance@company.com").

• QR Code Image: Upload your DuitNow/Touch 'n Go/PayNow QR code or bank payment QR (500 x 750 px, PNG/JPG under 2MB) for instant scanning.

• Tax Rate %: Enter the default government tax rate percentage applicable to tour services (e.g., "6%" or "0%").

• E-Confirmation Text: Enter automated acknowledgment or e-signature confirmation notes printed at the bottom of generated invoices and quotations.

• Showing Term & Condition for: Check Invoice, Receipt, and/or Quotation, then select Client (B2B) or Buyer (B2C) to apply the corresponding legal terms.

• Payment Due Date Alert:

  • First Reminder & Second Reminder: Enter the number of days before or after the due date to trigger automated follow-up emails (e.g., "7 Days before due date" and "1 Day after due date").

  • Email for send alert & Send to Buyer: Enter the internal notification email and enable automated sending to the buyer/client.

  • Send Mail Limit: Set maximum per-invoice automated email dispatch limits to prevent spam flagging.

4. Status Verification & Saving

• Complete All Field: Displays a status summary verifying that the entire set of Invoice & Receipt settings—including PDF Layout, Document, Format, Numbering, and eSigning—has been fully populated.

• Update: Click this action button to save all progress, fields, and configurations for the Invoice & Receipt section.

Example

When configuring automated accounting documents for a travel agency:

1. Navigate to Admin > Setting > Invoice & Receipt and set Numbering Format for invoices to "2026/10/INV-00001" with a Number Width of "5 Digits".

2. Upload a 500 x 750 px DuitNow payment QR under QR Code Image and set Tax Rate % to "6%".

3. Set Payment Due Date Alert for the First Reminder to "7 Days before due date" and check Send to Buyer.

4. Verify the Complete All Field check and click Update to save global accounting settings.

Important Notes

• Uploading an active payment QR code (500 x 750 px) onto invoices and quotations significantly speeds up direct B2C payment collection via mobile banking apps.

• Dynamic numbering parameters (YEAR/MONTH/PREFIX/NUMBER) help maintain structured, audit-compliant financial records for accounting and tax reporting.

Different Angles: Same Stories, Same Content, New Perspective

• What header banners, numbering formats, tax rates, payment QR code uploads, due date reminders, and eSigning settings make up the Admin > Setting > Invoice & Receipt tab in UrbanSoft?