Set Up Your Standard Invoice Settings in Trainin
Estimated Reading Time: 4 minutes
Applies to: All Plans
Quick Summary
Set up your invoice settings once, and Trainin handles the rest. Add your logo, define payment terms, enable Automated Payments, and make sure every invoice looks professional and on-brand.
Why This Matters
Your invoices are part of your brand. Clean, clear invoices help you get paid faster and reduce admin questions from clients.
When your invoice settings are set up correctly, you:
Save time with Automated Payments
Get paid on time with clear payment terms
Keep your branding consistent
Avoid manual corrections later
Set it once and let it run.
Step-by-Step Instructions
First: Go to My Company > Click Settings > Select Invoice settings
Now configure your standard invoice setup.
Step 1. Enable Automatic Invoicing
– Choose whether you want invoices to be created automatically.
– If you use Membership, Credit Pack, Direct Debit or Recurring Payments, this saves you hours every month.
– Please note existing orders won’t generate a new invoice automatically after changing this setting. In addition, an invoice can only be generated if address details of the customer (or company) are there.
Step 2. Upload Your Invoice Logo
– Add your logo so every invoice matches your brand.
Step. 3. Set Your Payment Terms
– Choose how many days after sending the invoice the payment should be completed.
– Example: 7, 14 or 30 days.
Step 4. Add an Invoice Number Prefix
– You can add a prefix to your invoice numbers.
Example: T20260001 - the number sequence is fixed, the prefix can be changed. This can be useful if you manage multiple businesses or systems with a similar invoicing sequence.
Step 5. Allow Manual Bank Transfers (if desired)
– Are clients allowed to pay via manual transfer? Then you can set this up here.
– If you prefer solely Automated Payments, you can disable this option.
Step 6. Add Footer Information
– Add fixed information that should appear on every invoice, such as:
Chamber of Commerce number
VAT number
Business registration details
Legal text
This ensures compliance and consistency.
Best Practice
Keep it simple.
Use Automated Payments whenever possible
Keep payment terms short. 7–14 days works best for most studios.
Avoid offering too many payment methods.
Double-check your VAT and registration numbers.
Less friction means faster cash flow.
Common Questions
Can I change invoice settings later?
– Yes. Changes apply to new invoices moving forward.
Will this affect existing invoices?
– No. Existing invoices remain unchanged. If you need to change existing invoices you can credit the old invoice and create a new one once the settings are changed.
Do I need Automated Payments to use automatic invoicing?
– No, you can use one without the other.
Can I use this for Product sales as well?
– Yes. Invoice settings apply to Membership-payments, Credit Packs, Retail products and other paid items.
Next Step
Now that your invoice settings are ready, the next step is to set up your payment structure properly.
Then continue through the full setup guide here:
Trainin Quick Start Hub – From Zero to Live
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