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RotaProof

Setting up invoicing

Your business and bank details, VAT, numbering and your clients, before your first invoice.

Invoicing is on the Operations and Assured plans, and in the free trial. Compare plans.

RotaProof can make your clients' invoices each month from your sites and approved timesheets. There are three things to set up first: your details, your clients and what each site costs.

1. Your details

Click Invoices in the menu, then Settings. Only your company's admins can change these.

  • Business name and address, as they should appear on invoices.
  • Your logo, as a PNG or JPEG. It's shown at the top of your invoices and quotes, and on the pages your clients open.
  • Company number, if you're a limited company.
  • VAT number, only if you're VAT-registered. If you enter one, every invoice becomes a VAT invoice and VAT is added. If you leave it empty, no VAT is shown or charged.
  • Your email for replies. If replies should go somewhere other than your sending address, enter it here. You also get a copy of every invoice and quote you email.
  • Bank details, so clients can pay by bank transfer, and how many days they have to pay.
  • Overdue reminders. Tick this to email clients automatically when an invoice is overdue. See Getting paid.
  • Numbering. Invoices are numbered in order, for example INV-0001. If you're moving from other software, set the next number to carry on from your last one.

2. Your email domain

Invoices, quotes and reminders are emailed from your own address, such as accounts@yourcompany.co.uk, so they come from you and any replies come straight back to you. Click Invoices, then Email:

  1. Enter the address to send from and the name your clients should see.
  2. RotaProof shows two or three DNS records. Add them where you manage your domain (for example GoDaddy, 123 Reg, IONOS or Cloudflare), or send the page to whoever looks after your website.
  3. Click Check. DNS changes can take a few hours, so if it isn't ready, check again later.

You need an address on your own business domain: Gmail, Outlook and similar addresses can't be used. Until your domain is set up, you can still issue invoices and quotes, download the PDFs and send them yourself, or share the client's private link.

3. Your clients

When you type a client's name on a site, RotaProof adds that client for you. Click Invoices, then Clients, and add each client's billing address and the email address their invoices should go to. You can also set different payment terms or a purchase order number for a client.

4. What each site costs

Edit each site and choose how you charge for it. How you charge for each site explains the choices.

Then you're ready to create your first invoices.

This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.