Support Article
To effectively bill your customers for selling them a product or a service in their name you need to give them an invoice. Below is some tips to do that effectively…
TIP: When in Customer, Item code & Item name fields, click the space bar on your keyboard and all entries you have available for that field will appear
Click on Enter Invoice on the dashboard quicklinks, or go to Invoices > Enter Invoice
Enter Customer. When you first start, you won’t have any customers loaded into the system. To create a new customer, simply click on “Enter Customer”. From here fill out the details you have on that customer. Preferably you would have the customer’s mobile number and email so you can email invoices and send TXT reminders if required.
Due Date. Enter the due date. We have provide common due dates (eg. 7 day invoice), but you can also enter a custom date that the invoice will be due on.
Enter Items. To create a new item, enter the item code you would like to use. The system will automatically remember this item. Next thing, enter the Item Name, then quantity, then price and discount (leave blank if no discount).
From here you can either enter the extra fields (below) or click “Save”
Congratulations – you have created an invoice!
Extras. You can save the invoice with comments (to go on the invoice), and also save it with tags. The tags are for your own purpose to help categorise different types of sales. For example, a builder might put the tag as the referrer of the work, or the suburb. You can view tag reports through My Customers > Tags
More Options. On top of the standard choices on the invoice you also have the opportunity to track it the way you want to. Here you can setup recurring invoices so you only have to enter the invoice once, send email & TXT reminders to the customer if the invoice goes overdue, and also remind yourself if there is a problem with payment.
Sending. After saving the invoice, you can now send it. You have the choice of emailing it, or saving it as a PDF file to then print it. Email is the easiest way of sending invoices. Just a note about email – it’s like the post. Emails can get ‘lost’. Whether it be a wrong address or someone’s email system marks you as ‘junk’, it’s not 100% reliable – just like posting it! TXT reminders can come in handy to ensure your customer knows about the invoice.
Notes about invoices
An invoice is a legal agreement that the amount shown was the amount agreed to. As such, if a product or service isn’t paid for you can take that invoice and create procedings against the person or company that owe you money. The invoice can be disputed (eg. the customer says “I received 3 items, not the 4 that I was charged for”). If this is true, then you will need to adjust accordingly.