Finance

# Set up administrations

Create an administration per own company with invoice numbering, payment term, automatic e-mails and terms and conditions.

Updated October 5, 2026

**Who can do this:** The administration permission and the Financial platform feature.

An administration is one of your own legal companies with its own bookkeeping. It decides how invoices and quotes are numbered, the payment term, which e-mails are sent for invoices, reminders and quotes, and which terms and conditions are printed. Every invoice and quote belongs to one administration. Most companies have one; groups with several legal entities create one per entity.

## Create an administration

1. Open the side menu (☰) and choose **Administrations**.
2. Click **\+ Create administration**.
3. Enter the **Name** and choose your own company in **Business**. Its details appear as the sender on invoices and quotes.
4. Enter the **Numbering** format and the **Numbering length** (see below).
5. Enter the payment term in **The amount of days the invoice is due in**, for example 30.
6. Expand **Invoice Message Automations** and choose the automations for sending, the first, second and third reminder and the paid confirmation.
7. Enter the **Invoice terms** and add standard invoice documents, such as your general terms.
8. Expand **Quote message automations**, choose the quote automation and enter the **Quotation conditions**.
9. Expand **Transport Order Message Automations** and enter the **Transport order terms**.
10. Switch on **Primary** if this is your main administration, then click **Save**.

## Invoice and quote numbering

**Numbering** is a template with placeholders. The default is `{{year}}-{{id}}`.

| Placeholder     | Becomes                                                                                                             |
| --------------- | ------------------------------------------------------------------------------------------------------------------- |
| {{year}}        | The year, for example 2026.                                                                                         |
| {{year2digits}} | The year in two digits, for example 26.                                                                             |
| {{month}}       | The month.                                                                                                          |
| {{dayOfYear}}   | The day of the year.                                                                                                |
| {{id}}          | The sequence number within the year, padded with zeros so the whole number is **Numbering length** characters long. |

Change the numbering only at the start of a financial year. Invoice numbers must stay unique and sequential for your tax authority.

## Primary administration

There is always exactly one primary administration. It is selected by default in the Financial view and used when no administration is chosen, for example for capacity contracts. Marking another administration as primary takes the flag away from the current one.

## Automatic e-mails

The message automations you choose decide what customers receive: the invoice e-mail with the PDF when you click **Send**, the payment reminders, and the quote e-mail. If no automation is chosen, nothing is e-mailed and you share the document yourself. See [Message automations](/en-us/help/message-automations).

## Edit or remove an administration

1. Open the side menu (☰) and choose **Administrations**.
2. Find the administration in the list. Filter on business or creation date if you have many.
3. Click **Edit**, make your changes and click **Save**.
4. To delete it, click **Remove** and confirm.

If you remove the primary administration, the oldest remaining administration becomes primary. Link each customer to the right administration in the business form (**Administration**) so their orders and invoices land in the correct company. See [Manage businesses](/en-us/help/businesses).

## Related articles

* [Work in the Financial view](/en-us/help/financial-view)
* [Create, send and follow up invoices](/en-us/help/invoices)
* [Create and send quotes](/en-us/help/quotes)
* [Send messages automatically with message automations](/en-us/help/message-automations)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en-us/contact)[Report an issue](/en-us/report-issue)

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Canonical page: https://transportial.com/en-us/help/administrations