Customizing User Settings in Sage Paperless

Learn how to customize user settings for efficient invoicing, including creating custom stamps and ensuring PDF formats.

21 May 2025 By Rose Gomez

In this guide, we'll learn how to customize user settings to optimize your workflow. We'll focus on ensuring your email is correctly set and configuring default settings for efficiency. Additionally, we'll cover how to create and use custom stamps for invoices, and the importance of setting files to PDF format to prevent accidental deletions. By the end, you'll have a streamlined setup that enhances productivity and safeguards your data.

Let's get started

Step #1: Click on "Home" — Click on "Home"

You can customize using all of these user settings.

Step #2: Click on "User Settings" — Click on "User Settings"

Ensure your email is included. These are your default settings.

Step #3: Click on "Annotations" — Click on "Annotations"

Step #4: Click through each option and verify the setting are to your liking. — Click through each option and verify the setting are to your liking.

Step #5: Click on "Ellipse" — Click on "Ellipse"

Step #6: Click on "Pointer" — Click on "Pointer"

Step #7: Click on "Hillite" — Click on "Hillite"

Step #8: Click on "Note" — Click on "Note"

Step #9: Click on "Sticky Note" — Click on "Sticky Note"

Most of my annotations are still default settings.

Step #10: Click on "Categories" — Click on "Categories"

I have created custom stamps for invoices, allowing me to add them instead of typing everything out each time.

Step #11: Click on "Custom Stamps" — Click on "Custom Stamps"

Step #12: Click on "Plumbing Inventory" I use this stamp on invoices sent to Mark and Shawn for plumbing inventory items (1216/4) — Click on "Plumbing Inventory" I use this stamp on invoices sent to Mark and Shawn for plumbing inventory items (1216/4)

Step #13: Click on "Sub 5" this is used on invoices with Subaccount 5 ordered by Chris Salmela. — Click on "Sub 5" this is used on invoices with Subaccount 5 ordered by Chris Salmela.

Step #14: Subaccount 4 is used for all New Construction (1, 3, 31, 91) — Subaccount 4 is used for all New Construction (1, 3, 31, 91)

Step #15: Subaccount 8 is used for departments 1 and 3 and used by Chris Salmela — Subaccount 8 is used for departments 1 and 3 and used by Chris Salmela

Step #16: Click on "JOB 99" sometimes orders are placed for material without a specific job and are assigned to Job 99. I use this stamp to let Mark know when that is the case. — Click on "JOB 99" sometimes orders are placed for material without a specific job and are assigned to Job 99. I use this stamp to let Mark know when that is the case.

Step #17: Click on "Email" — Click on "Email"

Set this to PDF.

Step #18: Make sure that PDF is the default document type. — Make sure that PDF is the default document type.

Ensure it says "Always Prompt."

Step #19: Click on "Messages" — Click on "Messages"

Step #20: Click on "Notes" — Click on "Notes"

Step #21: Click on "Messages" — Click on "Messages"

Step #22: Click on "Delete Source File" make sure this is set to "Always Prompt" or Paperless will delete your original file from it's location without notice. — Click on "Delete Source File" make sure this is set to "Always Prompt" or Paperless will delete your original file from it's location without notice.

We do not want to lose files when importing or exporting.

Step #23: Click "Always Prompt" — Click "Always Prompt"

Step #24: Click on "Notes" — Click on "Notes"

Everything should be in PDF format.

Step #25: Click on "Print" — Click on "Print"

Step #26: Click on "Quick Notes" — Click on "Quick Notes"

Step #27: Click on "Save" — Click on "Save"

Step #28: Click on "Scan" — Click on "Scan"

Yes.

Step #29: Click on "Viewer" — Click on "Viewer"

Once you have set all of your preferences, push save.

Step #30: Click on "Save" — Click on "Save"

Customizing User Settings in Sage Paperless