Guides Invoicing Customising your invoice

Customising your invoice

Set your invoice numbering, default terms, template, brand colour, font, and logo so every invoice you send looks like yours.

Updated 29 May 2026 5 min read
On this page
  1. Where to find invoice settings
  2. Invoice numbering
  3. Default invoice terms
  4. Invoice template
  5. Branding: colour and font (Pro)
  6. Logo (Pro)
  7. Preview
  8. Per-invoice Terms & Notes
  9. Free vs Pro at a glance
  10. FAQ

Everything that controls how your invoices look and read lives in one place: Settings → Invoices. You can change the numbering, set default payment terms, pick a template, and - on Pro - add your accent colour, font, and logo. Free and Pro users both have full control over numbering and default terms; the visual branding is Pro-only.

Before you customise the look, make sure your business profile is set up - company name, address, and business email all flow onto the invoice from there. See Setting up your business profile.

Where to find invoice settings

  1. Click your name in the top-right corner of any page and choose Settings.
  2. Open the Invoices tab.

The Invoices tab is organised top-to-bottom: Numbering, Default Terms, Invoice Template, Branding, Logo, then a live Preview that updates after each save. One green Save Invoice Settings button at the bottom saves everything except the logo, which uploads on its own.

Invoice numbering

Invoice Prefix and Invoice Due Interval fields in Settings
Numbering controls - the prefix and the default gap between invoice date and due date.
  1. Invoice Prefix - the text Keepr puts in front of the running number. Defaults to INV-, so your invoices start INV-0000001. Change it to anything you like (for example, 2026- or your initials).
  2. Invoice Due Interval (days) - how many days after the invoice date the due date should fall. When you set an invoice date on a new invoice, the due date auto-fills to that date plus your interval. You can still override it on the invoice itself.
The number after your prefix increments automatically every time you save a new invoice. You don't pick it - Keepr counts up from the last one.

Default invoice terms

Default Invoice Terms textarea with sample wording
Whatever you type here is pre-filled into the Terms field on every new invoice.

Default Invoice Terms is a free-text box that Keepr pre-fills into the Terms field on every new invoice you create. Typical content: payment window, bank details, late-payment policy, thanks. Whatever you put here appears on the invoice PDF your client receives.

You can still edit or replace the Terms on any individual invoice without changing the default - see Per-invoice Terms & Notes below.

Invoice template

Invoice template gallery with thumbnails
Pick a template - the Preview pane lower down updates after you save.

The template gallery shows every PDF design Keepr supports. Click a card to select it, then save. Free users are locked to the Modern template; Pro users can choose any.

Branding: colour and font (Pro)

Accent Colour picker and Font dropdown on the Invoices tab
Pro users pick an accent colour and a font for their invoices.
  1. Accent Colour - a single brand colour used as the accent on the invoice PDF and as the header band on your invoice emails. The colour picker accepts any hue.
  2. Font - the font used on the invoice PDF. Choose from Helvetica, Georgia, Courier, or Times New Roman.
Branding controls are a Pro feature. Free users see these fields greyed out with an upgrade prompt - Free invoices use the Modern template, a dark navy accent, and Helvetica.

Logo (Pro)

Logo upload card on the Invoices tab
Upload your company logo - it appears on the invoice PDF and in the invoice email header.
  1. Click Choose file and pick your logo image. PNG or JPG, max 2MB.
  2. Wait for the upload progress bar to finish. The thumbnail updates to show the uploaded image.
  3. To swap it out later, click Change. To go back to no logo, click Remove.
Square or close-to-square PNGs with a transparent background work best - they sit comfortably inside the header band on both the invoice PDF and the email.

Preview

Side-by-side PDF and email preview at the bottom of the Invoices tab
After you save, both previews refresh so you can see your branding before you send anything.

At the bottom of the Invoices tab is a two-up preview: the rendered invoice PDF on the left, the invoice email on the right. Both refresh after you click Save Invoice Settings, so you can adjust colours and fonts and immediately see the result without leaving the page.

Per-invoice Terms & Notes

Terms and Notes section on the Add Invoice form
Every invoice has its own Terms and Notes fields, separate from the defaults.

On the Add or Edit Invoice form, scroll past the line items to find the Terms & Notes section. There are two text areas, and they behave very differently:

FieldWhere it appears
TermsShown on the invoice PDF your client receives. Pre-filled from your Default Invoice Terms; you can edit it for a single invoice without changing the default.
NotesPrivate - for your own reference only. Never appears on the invoice PDF or in any email to the client.
Use Notes for things like "client agreed to pay half up-front" or "chase on the 15th if not paid" - reminders for you, not for them.

Free vs Pro at a glance

SettingFreePro
Invoice prefix and numberingFull controlFull control
Default terms (and per-invoice override)YesYes
Per-invoice Notes (private)YesYes
Invoice templateModern onlyAny template
Accent colourFixed dark navyYour choice
FontHelvetica onlyHelvetica, Georgia, Courier, Times New Roman
Company logo on PDF + emailNo (Keepr logo on email)Yes
Keepr email footerShownRemoved

FAQ

Can I change the invoice prefix after I've sent invoices?
Yes. Existing invoices keep their original numbers; only new invoices use the updated prefix. The auto-increment counter carries on from the last number you used.
What's the difference between Terms and Notes on an invoice?
Terms appear on the PDF the client receives - they're the place for payment terms, bank details, or anything else you want the client to read. Notes are private; they never leave Keepr and are only visible to you.
I changed my Default Invoice Terms - will old invoices update?
No. The default only fills the Terms field on new invoices going forward. Invoices you already saved keep whatever Terms were on them at the time.
What size and format should my logo be?
PNG or JPG, up to 2MB. A square (or close-to-square) image with a transparent background works best because it sits inside a band on both the PDF and the email header.
Where exactly does my accent colour show up?
On the invoice PDF as the accent on totals/headings (depending on template), and on the invoice email as the colour of the header band and the action button.
Why can't I pick a font or colour on my account?
Custom font, colour, logo, and template choice are Pro features. Free invoices use the Modern template with a dark navy accent and Helvetica. Upgrading to Pro unlocks all of them.
Ready to make your invoices look the part?
Open Invoice Settings

Related guides

Invoicing
Marking an invoice as paid manually
Invoicing
What your client sees when you send an invoice
Invoicing
How to send your first invoice in Keepr