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Setting Your Terms & Conditions

Add your standard terms and conditions to appear on proposals and invoices. This ensures clients see your payment terms, warranties, and other important conditions.

Accessing Terms Settings

  1. Click Settings in the sidebar navigation
  2. Select the Terms tab

 

Types of Terms

You can configure three types of terms:

Estimate Terms

Terms that appear on proposals sent to clients. Common inclusions:

  • Quote validity period
  • Deposit requirements
  • Scope limitations
  • Exclusions

Invoice Terms

Terms that appear on invoices. Common inclusions:

  • Payment due date
  • Late payment fees
  • Payment methods accepted

Payment Instructions

Details on how clients should pay you:

  • Bank account details
  • PayID information
  • Other payment methods

 

Setting Up Terms

Using a Template

  1. Click on the terms section you want to set up
  2. Browse available templates
  3. Select a template that suits your needs
  4. Customise the text if needed
  5. Click Save

 

Writing Custom Terms

  1. Click on the terms section
  2. Type or paste your custom terms
  3. Use the formatting tools for headings, bullet points, etc.
  4. Click Save

Uploading a Document

If you have existing terms documents:

  1. Click Upload Document
  2. Select your file (PDF, DOCX, or XLSX)
  3. The document will be attached to your proposals/invoices

You can upload multiple documents and reorder them as needed.

 

Controlling Where Terms Appear

For each terms section, you can toggle:

  • Show on Estimates – Include in proposals
  • Show on Invoices – Include on invoices

This lets you have different terms for quotes vs invoices, or use the same terms for both.

 

Managing Custom Documents

If you've uploaded custom documents:

  • Reorder – Drag and drop to change the order
  • Enable/Disable – Toggle documents on or off without deleting
  • Delete – Remove documents you no longer need

What Clients See

When you send a proposal or invoice, your terms appear:

  • In the PDF document
  • On the online proposal view
  • Available for the client to download

Terms are clearly presented so clients can review before accepting.

Tips

  • Keep it clear – Use plain language clients can understand
  • Be specific about payments – State exactly when and how you expect to be paid
  • Include exclusions – List what's not included to avoid disputes
  • Review regularly – Update terms when your policies change
  • Check legal requirements – Ensure your terms comply with Australian consumer law

Common Terms to Include

For Estimates/Proposals

  • Quote validity (e.g., "Valid for 30 days")
  • Deposit amount (e.g., "50% deposit required before work commences")
  • Variations clause (e.g., "Additional work will be quoted separately")
  • Access requirements
  • Site conditions assumptions

For Invoices

  • Payment terms (e.g., "Payment due within 14 days")
  • Late payment fees
  • Accepted payment methods
  • Bank details or PayID

Warranty Information

  • Workmanship warranty period
  • Materials warranty (manufacturer's warranty)
  • What's covered and what's not
  • How to make a warranty claim

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