Set Invoice Options on a Quote Campaign

Choose when the contracts from a quote campaign create invoices, and understand which template the schedule comes from when you have more than one.

When someone approves a quote from a campaign, OpsVara creates a contract — and that contract needs to know when to bill. Invoice Options, on the Quote & Message step of the campaign builder, is where you decide that for the whole batch, instead of fixing each contract afterwards.

Most of the time you should leave it alone. This article is mainly for the two cases where you should not: when this batch bills differently from everything else, and when you keep more than one quote template for the same work type.

Where the schedule comes from

If you set nothing, OpsVara works down a list until it finds an answer:

The campaign, if you customized Invoice Options on it
The campaign's quote template — the one picked under Price each quote from
Your company invoice defaults, under SettingsCompany
A built-in fallback of After each visit

Each step only fills in what the step above left blank. A campaign that sets only a due date still takes its trigger from the template.

The collapsed Invoice Options header always reads Inherited: followed by what steps 2 to 4 work out to, so you can see what you are about to get before deciding whether to override it.

Set a schedule for one campaign

Go to Sales and BillingCampaigns and start a New Quote Campaign.
On What & When, choose the work type and, if you use them, a quote template.
On Quote & Message, read the Invoice Options header. If the inherited schedule is what you want, stop here — you are done.
Otherwise expand it and tick Customize Invoice Options For This Campaign. The controls appear, already filled in with the inherited values.
Change only what needs to differ. Anything you leave alone keeps following the template, so a later template correction still reaches this campaign.
Build and review the roster as usual, then send.

Check it on the way out

The review roster shows the same answer one last time. Under the summary tiles, an Invoices On Approval line shows the schedule and, in brackets, where it came from — set on this campaign, from the quote template, or from company invoice defaults. If you changed some fields and left others inherited, it reads partly set on this campaign.

It is a readout, not a control. If it is wrong, go back to the campaign form and fix it there before sending.

Verify it worked

Approve one quote from the batch and open the contract it created. Its Invoice Options card should show the schedule you chose. If you changed only the due terms, the trigger should still match the template.

If you keep more than one quote template

A campaign uses whichever template you pick, including one that is not your default. The schedule, the service term, and the visit cadence all come from that template.

This matters if your templates disagree. A "Commercial" template that bills upon contract creation and a "Residential" template that bills after each visit will produce different contracts from the same campaign builder, depending only on which one you picked. Check the Invoice Options header after choosing a template — it updates to match.

Note

Older quotes, sent before this was added, still resolve against your default template. This did not change anything retroactively, so a contract created from an old quote keeps the schedule it already had.

When the schedule locks in

The schedule is fixed at the moment each quote is sent, not when it is approved. Editing a template after a campaign goes out will not change the quotes already with customers — which is the point, so an outstanding offer cannot quietly change terms.

Editing a template while a campaign is still in review will affect it, because nothing has sent yet.

Troubleshooting

What you see	Why	What to do
The header shows After each visit and you did not choose that	No template policy and no company default, so it fell through to the built-in	Set one under SettingsQuote Templates or SettingsCompany
The contract bills differently from the campaign	The quote was sent before you changed the campaign	The schedule froze at send. Rebuild and resend, or edit the contract directly.
Ticking Customize changed nothing	You ticked it but left every field as inherited, which stores no override	That is correct behavior — it resolves the same as leaving it unticked
Two campaigns on one work type bill differently	They used different quote templates	Check which template each one picked; the Invoice Options header shows the difference
The section is missing	You are not on the Quote & Message step of the builder	The review roster reports the schedule but cannot change it; the controls are on the campaign builder
The roster and the builder disagree	Someone edited the template between building and reviewing	The roster resolves fresh each time you open it. Re-read the builder's header and decide which one you want.
On a specific date is not in the list	That trigger needs a single calendar day to bill on, which only a contract stores — so it is not offered on a campaign or on New Quote	Pick another schedule for the batch, then set the date on the individual contract after the customer approves