Financial settings tell Lupa how to render every invoice, statement, and printed financial document. It also dictates what currency to use, what VAT rate to apply, what bank details to show clients for direct payment, and how long invoices stay open before they're flagged overdue. Get this right once and every invoice you raise is correctly formatted, every statement footer carries the right legal text, and every payment instruction shows the correct sort code.
💡 In short: Go to Settings → Financial Controls to set your clinic's bank account, VAT rate and number, currency, and how invoices appear (footer text). Online card payment processing (Lupa Pay, Stripe, Dojo) is configured under a separate Online Payments tab — see .
Before You Begin
📍 Permission required: Store Financial Information. If you don't see the Financial Controls tab or the edit buttons are missing, ask your practice manager to grant this permission.
Each clinic in your organisation has its own financial settings. Switch clinics from the store switcher in the top navigation before editing.
Financial Details
Open Settings → Financial Controls. The page shows two cards: Financial Details (currency, VAT, bank account details and when invoices become due) as well as Financial Document Settings (how invoices and statements look). Click the pencil icon on either card to open its edit page.
Currency, VAT and bank account
The Financial Details dialog covers the practice-wide values that flow into every invoice.
Australia and New Zealand: Lupa displays GST in place of VAT throughout the product for AU and NZ clinics. Wherever this article says "VAT", read "GST" if your clinic is based in Australia or New Zealand.
Field | What it does | Required |
Currency | The currency for this clinic. Drives currency symbols and number formatting on invoices, statements, and reports. Pick from the supported currencies list. | Yes |
VAT Percentage | The default VAT rate applied to billable items (0–100). Individual products and services can override this on the item itself. | No |
VAT Number | Your clinic's VAT registration number. Printed on invoices for compliance. | Yes |
Bank Name | The bank holding the clinic's business account. | Yes |
Account Name | The legal name on the bank account. This is what appears on the invoice as the payee. | Yes |
Account Number | Bank account number for direct payments. | Yes |
Sort Code | Bank sort code (UK) or equivalent routing identifier. | Yes |
Invoices Due On | How many days after issuance an invoice is considered due (0–100). 0 means due on the day of issue. Used to flag overdue invoices and feed into automated reminders. | No |
⚠️ Changing currency while the clinic is operating is risky. Existing invoices and reports remain in the original currency they were created in. Switching currency does not retroactively re-price open balances. We recommend to set the currency once during setup and only change it if you're genuinely relocating the clinic. Please reach out to Lupa Support for this scenario.
Financial Document Settings
The second card controls how invoices and statements actually print. Open it from the Financial Document Settings card's pencil icon.
Setting | What it does |
Hide Bank Details on Invoice | When ticked, account number and sort code are omitted from invoices. Useful if your clients pay through a portal or you don't want the bank details printed every time. |
Show Notes on Invoice | Includes the clinical notes from the consultation on the printed invoice. This is turned off by default for privacy. |
Show Notes on Statement | Includes invoice-level notes on monthly account statements. |
Footer Text | Free-text block printed at the bottom of every invoice and statement. Use it for legal text, payment instructions, terms of business, or your clinic's tagline. |
Xero Account ID | Only shown for clinics in countries where Xero accounting integration is supported. Maps the clinic's invoices to a specific Xero ledger account. |
Where these settings show up
Setting | Where it surfaces |
Currency | Every line item, total, payment, and report; payment processor amounts; mobile app prices |
VAT Percentage | Default VAT applied to new billable items (services, products) unless overridden per-item |
VAT Number | Header of every printed/emailed invoice for compliance |
Bank details | At the end of all invoices and statements (unless hidden) |
Invoices Due On | Calculated due date on every invoice; drives the "Overdue" status and overdue reminders |
Footer Text | Bottom of every page from invoices and statements |
Show Notes on Invoice | Whether clinical notes from consultations are included on the printable invoice |
Xero Account ID | Mapping target when invoices sync to Xero |
Tips
✅ Best practices:
Set bank details once and audit once a year. Wrong sort code on every invoice for six months is a long, painful refund cycle for your clients.
Keep footer text short. Legal disclaimers belong on a terms page; a short payment instruction line ("Please reference invoice number on bank transfer.") is more useful.
Decide on clinical notes early. Some practices print clinical notes on invoices for transparency; others consider it a privacy risk. Pick a stance and stick to it across all clinics in your group.
Set Invoices Due On to your real terms. 7, 14, or 30 days are typical. Setting it to 0 (due immediately) is fine but will mark every invoice "Overdue" the moment a single day passes without payment.
Hide bank details if you take card payments. Two payment instructions ("pay by card" and "pay by bank transfer") on every invoice confuse clients.
Troubleshooting
Problem | Solution |
Financial Controls tab is missing or greyed out | You don't have the** Store Financial Information** permission. Ask your practice manager to grant it. |
VAT not showing on a specific item | The item itself has its VAT rate set to 0 or its own override. Open the product/service and check the VAT setting on it directly. The store-wide VAT percentage is only the default for new items. |
Bank details still printing after I ticked "Hide Bank Details" | Existing PDFs were generated before the setting changed and don't refresh. Newly-generated invoices and statements will respect the new setting. |
Invoices showing as "Overdue" too quickly | Check Invoices Due On. Setting it to 0 marks invoices overdue the day after issuance. |
Xero Account ID field is missing | Xero integration is only available in supported countries. Confirm your Business Profile country is set correctly and is on the Xero-supported list. |
"Save" button does nothing | One of the required fields is blank or invalid. Look for red error text below each field and correct the highlighted issues. |
Frequently Asked Questions
Why are bank details mandatory if I only take card payments? {toggle="true"}
The fields are required because they're standard on UK invoices and many tax authorities expect them. If you don't want bank details visible to clients, fill them in but tick **Hide Bank Details on Invoice** in Financial Document Settings.
Does changing the VAT rate retroactively update existing invoices? {toggle="true"}
No. Existing invoices keep the VAT rate that applied when they were generated. The new rate only affects items added to invoices created after the change.
How is this different from the Online Payments tab? {toggle="true"}
**Financial Controls** governs how invoices look and how clients can pay you outside Lupa (bank transfer). **Online Payments** is about taking card payments through Lupa using Stripe, Lupa Pay, or Dojo. They're separate concerns. See for online payments.
Where do I configure invoice numbering or layout (section order, letterbox mode)? {toggle="true"}
Those are in **Settings —\> Templates —\> Financial Documents —\> Invoice Template.** Here you can customise and choose the layout options for invoices.
Can different clinics in my group have different VAT numbers and bank accounts? {toggle="true"}
Yes. Every value on this page is per-clinic. Multi-site groups configure each clinic separately from the store switcher.
What happens if I leave VAT Percentage blank? {toggle="true"}
New billable items default to 0% VAT. You can still set a non-zero rate on individual items, but you'll have to do it every time. Most clinics set the practice-wide default to match their typical VAT band.