17.3. Using Invoices

This section describes how to use the Invoices application effectively.

  1. Click on the Invoices link on the left bar to start the Invoices application.

  2. The Invoice List screen displays all the invoices that are active in the system.

  3. The Billing screen allows import of timesheet, expense, and time tracking information and creation of consolidated invoices for billing.

17.3.1. Creating a New Invoice

This screen allows you to enter all the details associated with the creation of

a new invoice.

To create a new invoice:

Click CRM > Invoices > New Invoice Invoice Fields

Following are the fields used in all invoices:

  • Account - Customer name (that is already entered in the system). Click on the Select button to select from the existing customers.

  • Template - Templates allow users to change the look of the invoice. Currently, the following templates are supported: Professional Invoice, Service Invoice, Quote and Estimate.

  • Invoice Number - The unique number for each invoice. The prefix of this number can be set by the administrator.

  • Invoice Date - The creation date of the invoice; the default is the current date.

  • PO Number - The Purchase Order number associated with the invoice.

  • Terms - Invoice payment terms.

  • Currency - The invoice currency.

  • Discount - The discount percentage that applies to the whole invoice.

  • Description - A single line description that can be used to identify the invoice.

  • Invoice Notes - This free form note can be displayed on the invoice so the buyer can see the notes directly on the invoice. The administrator can set a default note using Admin > Profile screen.

  • Memo - For internal use and not displayed on the invoice. Invoice Items

To add new items in the invoice click, Add New Item on the New Invoice screen.

In addition, each invoice line item contains the following fields:

  • Item Name - The name of the invoice line item

  • Description - A short description of the line item

  • Unit Cost - Cost of 1 unit of the item

  • Quantity - Total number of items

  • Tax 1 - First tax applied to the item

  • Tax 2 - Second tax applied to the item

  • Total - The total for the item

  • The Grand Total of all items is shown at the bottom. Recurring Invoice

If the invoice recurrence is enabled, invoices are automatically created by the system periodically. Fields for setting up a recurring invoice are the following:

  • Start Date - The date when the first invoice in the recurrence is generated. If Now is selected, then the first invoice is created as soon as the invoice is saved.

  • Payment Method - This can be either Auto Pay or Self Pay. If Auto Pay is selected, the invoice is automatically paid via credit card. If Self Pay is selected, the invoices are generated and sent to the buyer via email. Buyer then pays for the invoices in the same way they pay for nonrecurring invoices.

  • Frequency and Period - Determines in what interval the recurring invoices are created.

  • Occurrences - How many times the recurring invoice will be created.

  • Card Type - The credit card type, valid only on Auto Pay.

  • Credit Card Num - The credit card number, valid only on Auto Pay.

  • Expiration Date - The expiration date of the credit card, valid only on Auto Pay.

Finally, there is a button called Make Payment that is used to set up the recurrence.