This section helps you configure your invoicing defaults and payment settings in Veylo. These settings determine how your invoices, quotes, fees, deposits, and payment methods behave by default. You can still adjust them on individual documents, but setting them up here ensures consistency and saves time.
Go to Onboarding → Sales to set your default invoice rules, deposit percentages, fees, and payment methods. These settings shape how customers view, receive, and pay your invoices.
Invoice & Quote Defaults
Define your preferred expiry timelines, deposit requirements, convenience fees, and applicable taxes.
Use Estimated Hours
Enable this option if you want invoices created from jobs to use estimated hours instead of actual hours logged. This is helpful when you want to batch multiple jobs for a single client into one invoice.
- Estimated hours are entered manually by the Team Lead or business owner when creating jobs.
- Actual hours are tracked automatically when team members use the timer (Start → Mark Complete).
This setting helps standardize billing when actual hours may fluctuate.
Always Add Deposit
Enable this option if you want every new quote to include a deposit by default. Collecting deposits upfront is a good practice to secure jobs. You can still remove it on individual quotes. Once enabled, set your default deposit percentage so you don’t have to adjust it for every quote.
Deposit (Percentage)
Enter the default deposit percentage to apply to all quotes. You can override it on any individual quote.
Quote Expiry (Days)
Define how long quotes remain valid—e.g., 7 days. Automated reminders can be sent if a quote isn’t approved before the expiry date. Setting 0 marks a quote as due today.
Invoice Expiry (Days)
Set how many days an invoice stays open by default—e.g., 0 for due today. You can override it on any invoice.
Default Terms
Set your standard service and payment terms. Customers see these terms when approving quotes or paying invoices. These terms appear on both quotes and invoices but can be edited per document. Ensure your terms are strong to protect your business from liability and chargebacks; consult a legal professional if needed.
Default Notes
This field allows you to add additional notes that appear on quotes and invoices. You can leave it blank, fill it in as needed, or set up standard notes to be displayed automatically. Notes are editable on individual documents.
Accept Online Payments
Enable online payments to let customers pay instantly. Businesses that accept online payments get paid faster and reduce missed or overdue payments. Click Set Up to connect your Stripe account and follow their onboarding process. This requires your incorporation details and some verification steps, all handled securely by Stripe. Veylo does not store any verification details or customer payment information.
Worried About Card Processing Fees?
Veylo charges 3.4% + $0.60 per online payment as a platform fee. You can offset this cost by adding a convenience fee to invoices. Many businesses either adjust pricing or add a fee to recover processing costs. Veylo allows you to:
- Add a default convenience fee for all invoices
- Enable offline payment methods so the fee applies only to online payments
Always Add Convenience Fee
Enable this option to automatically add a convenience fee to every invoice. If you accept online payments through Veylo, you can choose to apply the fee only for online payments.
Convenience Fee (Percentage)
Set the default percentage. The industry standard is 3%, but you can adjust it to your preference.
Convenience Fee Is Taxable
Enable this only if your province, state, or country requires convenience fees to be taxed. Consult your accountant or local tax authority to ensure proper setup.
Taxes for Convenience Fee
Select the tax(es) to apply to invoices with convenience fees. If no tax is selected, the tax amount will be considered 0.
Offer Offline Payment Methods
Enable offline payment options such as cash, cheque, Interac, Venmo, or bank transfer to give customers more flexibility.
When at least one offline payment method is available—and the option to exclude convenience fees for offline payments is enabled—Veylo will only apply convenience fees for online payments.
After adding or removing payment methods, reload the app for changes to take effect.
Offering offline payments can improve customer flexibility and may reduce overall processing costs.
