Managing Invoices

Specify information in the invoices about goods and services, set discounts and shipping costs, specify terms and conditions, browse invoice history and details. In this chapter, we will explain what data can be entered and viewed in the invoice.

1. Select the payer. When creating an invoice, select the payer (contact or organization from CRM). If you do not find it in the search results when typing the customer name, you can create right in this filed.

If the invoice is created from the contact, organization, transaction or project page with a specified customer, the payer will be pre-filled automatically.

2. Select organization. If you have several organizations, the system will offer you to select the appropriate one.

3. Select the invoice custom template. If you have several invoice templates, the system will also offer you to select the appropriate one.

4. Indicate manager. If the invoice is issued not by a responsible person, but, for example, by an accountant, you will need to change the manager. He will receive notifications about all changes in the invoice: received payments, comments etc.

5. If necessary, change the invoice date and payment terms. The due date is set up automatically, depending on the Organization settings.

6. Indicate the type of price.

7. Select the additional options that you want to use in the invoice: discounts, taxes,shippin costs or adjustments.

8. Enter the pre-defined items. Specify their:

  • quantity (1). It can be a fractional number.
  • price of product or service (2). The price specified in the Products will remain the same.
  • taxes (3). Taxes are calculated automatically, but you can change them. At the same time, the tax rate initially indicated in the organization's settings will remain the same.
  • discounts (4). The discount can be entered as percent or amount of money.

9. If you have selected Shipping charges or Adjustment to be displayed in the invoice, then specify them in appropriate fields.

In the Adjustment, you can adjust the total amount of the invoice due to rounding, changes in the exchange rate or order size. If the invoice amount needs to be changed in the negative direction, then it is necessary to put a minus sign before it. For example -1200

10. If necessary, modify or add the text of the invoice payment terms and conditions.

Save the invoice. Now you can send it for payment to the client.

Invoice Page

Let's see now what operations are available in the created invoice and what is the purpose of these operations:

  • record a payment (1);
  • open in a new window (2);
  • copy the invoice direct link to be sent to the client (3). After receiving the direct link, the client will see all available payment methods; pay online and will be able to print or save the invoice in PDF;
  • send the invoice to the client’s e-mail or mark it as Sent (4);
  • modify (5);
  • when you press the button with three dots, you can download, print, duplicate or delete the invoice (6)
  • On the right panel of the invoice page, you can:

    • Find out whether the invoice was sent and to whom (1);
    • Change the invoice date and due date (2);
    • Check which transaction or project the invoice is linked to or from which Estimate it was converted (3);
    • change the manager (4);

  • change or add the contact data of account or your organization (5) 
  • add comments and attach files to them. The invoice manager will be notified about the new message in the invoice (6)
  • By default, the Payer contacts are generated from the contact page from Additional tab:

    If the contact data were not filled before, it can be added on the page of the created invoice:

    The information specified here will be automatically saved in the contact/organization card.

    Transactions Tab

    Here you can see information about the invoice transactions. This is especially relevant if the invoice was paid partially or if an advance payment was made. Thanks to this tab, you will be aware of which financial transactions were made and when.

    The manager is always aware of all the updates on the invoice. He receives notifications about:

    • invoice approval;
    • new comments;
    • receiving of payment;
    • any changes in payment data.

    All notifications are sent to the browser and to the mobile device (if a mobile application is installed). The list of the most recent notifications can be viewed by clicking on the bell icon at the top menu panel.

    Please note: If there is at least one invoice transaction created, invoice editing is not available.

    History Tab

    Here you can see information about all invoice transactions:

    • when the invoice was created;
    • if there were any changes in invoice amount;
    • when the payment was made.