4.0 Invoicing

4.1 Making a New Invoice

There are 3 ways to create a new invoice. For example, you can either:-

  1. Create a New Invoice from Scratch – On the Main Menu screen, click on "Invoicing" to bring up the "Lookup Invoices" screen. Click the "New" button to the right to create a new invoice.
  2. Create an Invoice from a Quote – Click on the "Invoicing" menu (at the very top of the screen) and select "Create Invoice from Quote". From the list of quotes, select the quote to import the information from (note: you can use the "Search" box to find a quote if you can't see it listed). Once you've selected the quote, click the "Create" button.
  3. Create an Invoice from a Project – Click on the "Invoicing" menu (at the very top of the screen) and select "Create Invoice from Timesheets". You will see a list of projects for which there is still time and expenses yet to be invoiced (see "5.4 Employee Timesheets and Expenses" for more details). Select the project (timesheets/expenses) to base the invoice on, then click the "Create" button.

From there, you can add the following information to make the invoice:-

Invoice Status

  1. Incomplete – This is the default status when you first create a new invoice
  2. Outstanding – An "Incomplete" invoice becomes "Outstanding" when you either print or email the invoice
  3. Paid – When an "Outstanding" invoice is fully paid, the status will of the invoice will change to "Paid"

Invoice Terms & Invoice Column Options

Invoice Terms – To alter the terms of the invoice, click on the "Terms" button on the toolbar. This allows you to override the default terms you've specified in the "Invoice Setup" screen. Type in the new terms of the invoice. Any terms you enter here will only apply to this particular invoice. All other invoices will remain as they were. To change the default terms for all new invoices, see the "Invoice Setup" options in the "Setup Wizard".
options.gif Invoice Options – Every company has different needs in terms of the invoice layout and options. Click on this button to change the options for this invoice. There are a lot of options and the best way to see what they do is simply to click on an option and see what happens to the invoice. To save a particular configuration for future invoices, click on "Save as Default". Click on the help button for more information.

4.2 Printing Invoices

When you're finished setting up your invoice, click on the "Preview" (print preview) button on the toolbar to check it. When you're satisfied, click the "Print" button on the toolbar to print it out.

Tip!When you print (or email) an "Incomplete" invoice, the status of the invoice will become "Outstanding".

4.3 Emailing Invoices

Before you can email invoices (or statements and quotes) you need to make sure that you have configured the "Email Setup" properly. To do this, click on the "Invoicing" menu (at the very top of the screen) and select "Email Setup" (or find it via the "Setup Wizard"). You can click on the "Help" button on the "Email Setup" screen if you get stuck.

To email an invoice to a customer, open the invoice you want to send and click the "Email" button on the toolbar. The "Select Recipients" screen will then appear (allowing you to select one or multiple email recipients). If the contact you've addressed the invoice to has multiple individual contacts, then you'll see each of their email addresses available to select. Tick the box next to each email address that you want to send the invoice to, then click the "Send Email" or "Send PDF" button.

An invoice can be emailed in two different formats, as follows:-

Tip!When you email (or print) an "Incomplete" invoice, the status of the invoice will become "Outstanding". When emailing an invoice, the status will only change to "Outstanding" if it has been sent successfully.

4.4 Exporting / Emailing Invoices as PDF

In Version 6 (or newer), invoices can be exported/emailed as a PDF (just like quotes, statements, reports, etc.). To do this, you first need to click the "Preview" button on the toolbar to do a print preview. Then you can either right click on the preview using your mouse and choose "Export / Email as PDF" or you can click the "Export" button on the very top toolbar. Next, the "Select Recipients" screen will appear allowing you to select the people who are to get a copy of the email. You can click "New" to add a new email recipient if you wish. When you've ticked all the recipients you want to include, click the "Send PDF" button and the following "Email PDF" screen will appear:-

From this screen, you can:-

  1. View / Locate the PDF – You can view the PDF by clicking on the filename under the "File saved as" heading. You can also click the "Open folder" link to locate this PDF and any other PDFs you've created previously.
  2. Email the PDF – To email the PDF to someone, enter a Subject and Message for your email, then click the "Send Email" button. The PDF file will be sent as an attachment with the email.
  3. Edit the Default Text – Click the "Default Text" button to add a default Subject and Message to be included each time you email a PDF.

4.5 Correcting Invoices

Once an invoice has been printed or emailed, you can only change it by clicking on the "Edit" button (pencil eraser) on the toolbar. Note: you should not modify an invoice once it has been presented to the client. If you have over-charged the client, you can send a Credit Note (see "4.8 Credit Notes" below). If you have under-charged the client, you can send an additional invoice.

If the status of the invoice is "Incomplete", then you can simply change the information on it at any time because it hasn't been printed or emailed yet.

4.6 Payment of Invoices

Invoice payments are linked to the Cashbook and there are three ways of paying an invoice off (listed in order of recommendation):-

  1. In the Cashbook – Click on an existing transaction in the Cashbook (or add a new one if necessary) and select the invoice that the payment applies to from the "INV" dropdown menu in the "Line Details" section at the bottom of the Cashbook screen.
  2. On the Invoice – Open the invoice you want to pay, then enter the "Date" and "Amount" of each payment into the "Payments" section near the bottom-left of the invoice. If you do not enter a date then today's date will automatically be entered by default. If you double-click in the "Amount" column when it's blank, the software will automatically insert the currently outstanding amount and today's date. After entering a date and amount, you will be see the "Post to Cashbook" screen which will prompt you to post a corresponding entry into the Cashbook.
  3. In the Payments Received screen – This method is only recommended if you need to pay an invoice that includes multiple GST/TAX/VAT rates. See section "4.6 Payments Received" below.

No matter which method you use, if the payment is for the full outstanding amount, then the invoice will be marked as "Paid". If it's only a partial payment, then the invoice will remain "Outstanding" until paid in full.

4.7 Payments Received

The "Payments Received" screen is only recommended if you need to pay an invoice that includes multiple GST/TAX/VAT rates, or if you still do banking using cheque deposits.

Adding a New Payment

You can enter payments as follows:-

  1. Select the appropriate "Account" for the payment at the top left of the screen
  2. Make sure that the "Date" is correct. If it is not, then you can change the date, but be aware that this date will apply to all payments listed on the screen
  3. On a new line, select the "Company" the payment is from
  4. If the payment is for an invoice, then select the invoice number from the "INV" dropdown menu. Note that the "INV" dropdown menu will only display outstanding invoices for the company selected
  5. Select an appropriate category from the "Category" dropdown menu
  6. If you still do banking using cheque deposits, type in the "Bank" and "Branch". If you have many cheques, you can click the "Print" button on the toolbar to print the Cheque Listing and attach it to your deposit slip
  7. Enter any miscellaneous notes into the "Notes" box
  8. Enter an amount into the "Amount" box

Posting Payments

Once you have entered your payments received, simply click on the "Post" button on the toolbar and all transactions listed will be posted into the cashbook with the date shown on-screen. The amount outstanding for each invoice will be updated (if applicable), and the status will be changed to paid (if appropriate).

4.8 Finding and Viewing Invoices

From the Main Menu screen, click on the "Invoicing" button to go to the "Lookup Invoices" screen. Invoices are ordered by date, showing the most recent invoices first.

Select the status of the invoice being searched for by clicking on "Incomplete", "Outstanding", "Paid" or "All". If you're unsure of the status, select "All".

Click on the "Search" box and type in any information such as the client's name or invoice number, then hit the "Enter" key on your keyboard.

Tip!If you have customers that share similar details but you can't remember who you're looking for (for example, "Joe's Plumbing" and "Bob's Plumbing"), you can just type "plumbing" into the "Search" box to find all matches.

When you've performed the search, double click on the invoice that you want to view. Alternatively, you can select the invoice then click the "Lookup" button.

4.9 Credit Notes

Credit notes are used for when you have either over-charged a client, or the client requires a refund. To make a credit note, you start by making a new invoice, but the difference is that you make either the "Qunatity" or "Unit Price" field a negative value. This turns what would normally be an invoice into a credit note.

Tip!When you print or email a credit note, the software will ask you if you want to apply the credit to any outstanding invoices (if any exist for that contact). If not, then the credit will sit in the system until you issue that contact a new invoice in the future (at which time, you'll be asked if you want to apply the credit).

4.10 Outstanding Invoices

To print out a report of outstanding invoices, go to the "Main Menu" screen and click on the "Invoices Outstanding" button under the "Invoicing" menu option. You will see a full list of all "Outstanding" invoices. A grand total will be shown at the bottom of the screen. To print this list, click the "Print" button on the toolbar.

4.11 Sales Graph

The Sales Graph gives you a visual breakdown of your sales by month (based on invoices you've generated).

On the Main Menu screen, click on the "Sales Graph" button under the "Invoicing" menu option. The time span of the graph can be changed by typing a date into the "From" box or you can click the arrows to move forward or backward by month. Only monthly total sales will be graphed. To print the graph, click the "Graph" button on the toolbar.

4.12 Statements

On the Main Menu screen, click on the "Statements" button under the "Invoicing" menu option. You will see the "Print Statements" screen which shows you a list of all outstanding invoices. To print out a statement for a company, simply highlight the company and select "Print" or "Preview". To email a statement to a customer, click the "Email" button. When emailing statements, you have the option to email the statement as a PDF (just like with invoices and quotes).

Batch Statements

If you would like to print out more than one statement at a time, click on the "Print Batch" button. Enter the number of "days old", and this will print out statements for all companies who have invoices older than the number of days specifiyed. Click "Preview" to view the statements on-screen, and "Print" when you want to print the final copies.

Print Payments Made

Enabling the "Print Payments Made" option allows you to include on the statement any payments that have already been made.

Print Payment Slip

Enabling the "Print Payment Slip" option allows you to include on the statement a payment slip. The recipient of the statement can cut the payment slip out and return it with their payment.

Statement Date

This is the date that will appear on the statements. You can change this date if you wish.