Billing settings control who can create invoices, how invoice numbers are formatted, rounding rules, and email delivery options. Configure these once in Settings & Apps -> Billing -> Settings tab, and they'll apply across your entire company. Key settings include member permissions, default invoice dates, time rounding options, and invoice numbering prefixes.
Accessing Billing Settings
To configure your company's billing settings:
Click Settings & Apps from the main menu
Find and open the Billing app
Navigate to the Settings tab
Make your changes and click Save at the bottom
Note: Only company owners and administrators can access billing settings. Changes apply company-wide to all users.
Member Rights and Permissions
Control which team members can view and manage invoices, contracts, and products. These permissions help you maintain oversight while allowing appropriate access.
Available Permission Settings:
Allow managers to view and create their client contracts and invoices
When enabled, the client's primary member (default user) can create and edit contracts and invoices for their assigned clients
They see the Billing menu in the left sidebar
They can only manage invoices for clients where they are the primary member
Allow members to view and create their client invoices
Members can see and create invoices for their assigned clients
They see invoices on the client profile under the Billing tab
Allow members to view their client invoices
Read-only access to client invoices
Members see invoices on the client profile but cannot edit or create new ones
Allow only owners to add and update products
Restricts product creation and editing to company owners only
Prevents unauthorized changes to your service catalog and pricing
Allow members to send invoices to clients
Members can email invoices directly to clients from Uku
Works in combination with other permissions
Email Delivery Settings
Send PDF Invoice
Configure how invoice PDFs are delivered via email.
Email service (custom domain)
Toggle this on to send invoices from your own company email address
Requires connecting your email server first under Settings & Apps -> Emails app
Send invoice copy
Enter email addresses that should receive a copy of every invoice sent
Useful for keeping management or bookkeeping informed
Default Rounding Configuration
Set company-wide time rounding rules that apply when creating invoices from tracked time.
Time Rounding Increment
Choose how precisely you want to round tracked time:
No rounding - Bill exact tracked time (e.g., 1.37 hours)
5 minutes (0.1 hours) - Round to nearest 6-minute increment
15 minutes (0.25 hours) - Common for professional services
30 minutes (0.5 hours) - Half-hour increments
1 hour - Full hour rounding
Apply Time Rounding To
Determine at what level rounding occurs:
Invoice line
All time for a product/service is totaled first, then rounded
Example: Three 15-minute entries (45 minutes total) round to 1 hour
More accurate for clients paying by service
Task
Time is rounded separately for each task
Example: Three separate 15-minute tasks each round to 30 minutes (1.5 hours total)
Better when billing specific deliverables
Default Invoice Configuration
These settings determine default values when creating new invoices. You can override them for individual clients in their billing settings.
Invoice Date
Set when invoices are dated:
Last day of month - Invoice dated on the final day of the billing period
First day of month - Invoice dated on the first day of the following period
Custom date - Choose any specific day
Due Date In
Enter the number of days after the invoice date when payment is due:
Default is typically 7, 14, or 30 days
Can be customized per client if needed
Example: "14" means payment due 14 days after invoice date
Bill Tracked Time By
Determines which month time entries appear on invoices:
Time entry (Default)
Time is billed in the month it was tracked
Most common and straightforward approach
Task start date
Time is billed based on when the task started
Useful for project-based work spanning multiple months
Task due date
Time is billed when the task is due
Good for aligning billing with deliverable deadlines
Task finish date
Time is billed when the task is marked complete
Ensures work is finished before billing
Bill Task Field By
Similar logic for billing custom field quantities:
Task start date (Default)
Custom field values are billed in the month the task started
Works well for most recurring services
Invoices from the Same Period
Control whether multiple contracts create separate or combined invoices:
Create separately
Each contract generates its own invoice
Better for detailed tracking per service
Combine into one invoice
All contracts for a client in the same period merge into one invoice
Cleaner for clients, easier to pay
Hide Zero Sum Lines
No
All invoice lines appear, even those with $0.00 amount
Shows full scope of services
Yes
Lines with zero value are hidden
Creates cleaner, more professional invoices
Still tracks the work internally
By Default, Time Entry is Billable
Yes
All new time entries are automatically marked billable
Staff must manually mark non-billable time
No
Time entries default to non-billable
Staff must intentionally mark time as billable
Invoice and Credit Note Numbering
Control how invoice and credit note numbers are formatted.
Invoice Number Prefix
Text or numbers that appear before the invoice number
Common examples: "INV-", "2025-", company initials
Leave blank if you don't want a prefix
Invoice Number Suffix
Text or numbers that appear after the invoice number
Leave blank if not needed
NB! Example: With prefix "INV-" and suffix "-2025", invoice number 100 appears as INV-100-2025
Credit Note Prefix
Prefix for credit notes
Common examples: "CN-", "CR-", "CREDIT-"
Default is "CN-"
Helps distinguish credit notes from invoices
Setting the Next Invoice Number
If you're migrating from another system or need to align with your accounting software:
Go to Billing menu -> All Invoices tab
Look for "Next invoice number" setting
Click on three dots menu -> Change invoice number
Enter the number for your next invoice
Uku will continue sequentially from that number
NB!: Set this BEFORE creating new invoices to avoid numbering conflicts.
FAQ
Q: Who can change billing settings?
A: Only company owners and administrators. If you need settings changed and don't have access, contact your company owner.
Q: Can I have different rounding rules for different clients?
A: Default rounding applies company-wide, but you can customize rounding for specific products or adjust invoices manually before sending.
Q: What happens if I change invoice numbering after creating invoices?
A: Only new invoices use the new format. Existing invoices keep their original numbers. This prevents accounting conflicts.
Q: Should I use invoice prefix or suffix?
A: Most firms use a prefix only. Common formats: "INV-123", "2025-123", or "ABC-123" where ABC is your company code.
Q: Can individual team members have their own invoice numbering?
A: No. Invoice numbering is company-wide to maintain consistency and comply with accounting standards.
Q: What's the difference between "Allow members to view and create" vs "Allow client admins to view and create"?
A: "Allow members" gives access to ALL team members.
"Allow client admins" only gives access to each client's primary assigned member. Use client admins for individual accountability.
Q: Why can't I see the Settings tab in Billing?
A: You may not have owner or administrator permissions. Contact your company owner to grant access or request setting changes.
Q: How do I test my settings before using them with real clients?
A: Create a test client, set up a test contract, and generate a draft invoice. Review it thoroughly before activating for real clients.
Q: Can I use different email addresses for different clients?
A: Yes! In each client's billing settings, you can set a custom reply-to email address. This is separate from the sending email server configuration.
Q: What does "By default, time entry is billable" actually do?
A: It sets whether the "Billable" checkbox is automatically checked when team members track time. It doesn't prevent marking time as non-billable later.
Need assistance with billing settings?
Setup support: Email uku@getuku.com for free onboarding help
Full billing guide: How Does Billing Work in Uku?
Integration help: Check specific integration guides in the Help Center
Video tutorials: Visit the Uku YouTube channel