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Your business profile is the foundation of every invoice you send. The details you enter here appear on invoice PDFs, in your email templates, and in the invoices you deliver to clients. Keep this information current and accurate — incorrect legal names or tax IDs can create compliance problems in many jurisdictions. To open your business profile, go to Settings → Business.

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Identity

Legal name and Country are required before you can finalize and send your first invoice. Invoice AI will prompt you to complete them during onboarding if they are missing.

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Business type values

Choose the option that best matches your legal structure:
  • Sole trader — you operate as an individual and are personally liable.
  • Partnership — two or more people share ownership and liability.
  • Limited company — a separate legal entity (Ltd, LLC, Pty Ltd, GmbH, etc.).
  • Other — use this for trusts, non-profits, cooperatives, or any structure not listed above.

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Address

Your business address prints on every invoice. All address fields except address_line1 and city are optional, but providing a complete address improves credibility with clients and is required for tax-compliant invoices in most countries.

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Contact details

Use a dedicated billing email address (for example, [email protected]) rather than a personal address. This makes it easy to filter client replies and payment notifications in one place.

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Branding

You can upload a logo and a signature image from the Business settings page. Both appear on your invoice PDFs.
  • Logo — displayed in the header of every invoice PDF. Recommended: a square or landscape image at least 300 × 300 px in PNG or SVG format.
  • Signature — an image of your handwritten signature, printed at the bottom of the invoice. PNG with a transparent background works best.

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Payment details

Go to Settings → Bank to configure the bank account information that appears in the payment section of your invoices.
Invoice AI does not validate your account number or routing number. Double-check these values carefully before sending invoices — an error here means clients wire money to the wrong account.

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Invoice numbering

Go to Settings → Business and scroll to the Invoice numbering section to configure how Invoice AI generates invoice numbers. Your invoice numbers are formatted as {PREFIX}-{NUMBER} — for example, with prefix ACME and next number 1001, your first invoice is numbered ACME-1001.
1

Open numbering settings

Go to Settings → Business and scroll to the Invoice numbering section.
2

Set your prefix

Enter a prefix in the Invoice prefix field. Use uppercase letters, numbers, hyphens, or slashes. Keep it recognisable — clients will see this on every invoice.
3

Set the starting number

Enter the number you want your next invoice to carry in the Next invoice number field. If you are migrating from another system, set this to the number after your last issued invoice so there are no gaps.
4

Save

Click Save. The new sequence takes effect on your next finalized invoice.
Once an invoice is finalized, its number is permanent and cannot be changed. Gaps in your invoice sequence (caused by voided invoices) are normal and expected — do not reuse a number.

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Frequently asked questions

Yes. Your business profile currency is the default for new invoices. When you create an invoice you can choose a different currency for that specific invoice, provided the currency code is a valid 3-letter ISO code. The business default currency does not change.
No. The Tax ID field is optional. If your business is not registered for VAT, GST, or any other tax scheme, simply leave it blank. If you are registered, enter your ID exactly as it should appear on your invoices — Invoice AI prints it verbatim without any formatting.
Only new finalized invoices pick up the new prefix. Previously issued invoices keep the prefix they were assigned. If continuity matters for your accounting, coordinate the prefix change with the start of a new financial period.
Default terms are set at the business level under Settings → Bank. You can override them per invoice in the invoice editor. Per-client defaults are not supported yet — use the invoice-level override in the meantime.