Generate new invoices directly from your CRM to efficiently bill contacts for their purchases of your products and services. This seamless integration streamlines the billing process, allowing you to manage customer relationships and financial transactions with ease, ultimately enhancing your business operations.
Creating A New Invoice
To create a new invoice, go to the Payments section in your CRM, hover on Invoices & Estimates, click on the +New button, and in the dropdown click on New Invoice to begin the process.
New Invoice Page
Upon clicking the +New button and selecting New Invoice, you'll be directed to the invoice editor page.
Naming An Invoice
This is where you can customize the name of your invoice, which will be visible in the invoice list. Assigning unique names to each invoice is particularly helpful when managing a long list of invoices in your system, as it allows for easy identification and organization.
Adding Invoice Info
To add information to your invoice, follow the steps below!
Invoice Settings: Here you can add the Invoice number, Issue date, and Due date.
Adding Products: To add products, click "+Add more Products" from your products tab; once added, you can edit the price and quantity by clicking on them, add taxes for your products or services, and provide your customers with a clear breakdown of the total amount and the tax included, along with the subtotal for each selected item.
Subtotal: The subtotal sums up the total amount from the selected items. In this area of the invoicing process, you can also add discounts, tax, and a payment schedule.
Additional Options: This section allows you to add and edit notes and terms and conditions, tailoring them to your specific goals for each invoice.
Add Attachment: In this Section you can attach up to 10 files (totaling 20MB) to an invoice, allowing you to include additional documents such as specifications, terms, or visual materials for added clarity and flexibility.
The right side of the invoice automatically updates to reflect changes made on the left side, providing a real-time preview.
Invoice Options
These options give you extra flexibility to manage the invoice you are creating. This includes:
- Preview
- Record Payment
- Convert to Template
- Manage Tips
- Late Fees
Preview
When you've modified an invoice and wish to preview it before making further adjustments or sending it to your customer, this option shows how the invoice will appear in its current state.
This enables you to ensure that the invoice meets your expectations and properly reflects the necessary information before sharing it with your customer.
The preview looks like the following:
Record Payment
Use this option to manually enter a payment made by the customer outside the CRM (like cash or check) to keep your records complete.
Convert To Template
If you frequently create similar invoices, you can save this invoice as a template. It streamlines future invoicing by providing a ready-made format.
Manage Tips
It enables you to configure tip settings for this invoice, allowing customers to add a gratuity if desired.
Late Fees
This option helps you apply late fees for overdue payments, ensuring customers are notified of additional charges for delayed payments.
Flat Fee
You can set a flat fee in your currency, and add the frequency, grace period, and maximum late fees. Click on the Save button to continue.
Percentage Of Remaining Amount
You can set a percentage of the late fees to be paid. Also add the frequency, grace period, and maximum late fees. Click on the Save button to continue.
Record Payment Options
- Charge a Card: This allows you to record payments made through a card.
- Record Manually: Allows you to record the payment made via cash cheque or bank transfer.
Charge A Card
New Card
This option allows you to set up a new card for payment. When you're using the card for the first time, you would need to add it to the system before you can charge the card.
Fill in the necessary card details to add a new card. Click the Confirm & Charge button to continue.
Saved Cards
Select this option when you already have saved a card in the system that you would like to charge for the payment. If you have more than one card saved in the system then you will be provided with the option to choose one of the cards from the list.
Customers being charged will not receive any automated email or text confirmation.
Record Manually
To receive any payments done via credit/debit cards, you would need Stripe connected to your CRM. In case you don't have your stripe setup, you can use the "Record manually" option.
📌 NOTE: If you opt to use invoicing without Stripe Connect you will be required to manually record and collect payments.
Recording manual payments without Stripe Connect is available only for one-time invoices, and no automated email or text confirmation will be sent to customers.
There are various methods to receive payment with this option:
Cash Payment
Select this option for cash payments and type in the exact amount in the space provided for it. You can also add notes for your records.
Card Payment
This lets you take the payment through a card by selecting the type of card (Visa/Master), and the last 4 digits of the card (in case you have already saved the card in the system). Type in the exact amount in the space provided for it. You can also add notes for your records.
However, to receive any payments done via credit/debit cards, Stripe Connect is needed.
Check Payment
Select the check option from the dropdown menu and enter the check number when your customer has opted for check payment. Type in the exact amount in the space provided for it. You can also add notes for your records.
More Options (Manual Payment)
Apart from cash checks and cards, you can also go for bank transfers or another medium. Type in the exact amount in the space provided for it. You can also add notes for your records.
If you opt to use invoicing without Stripe Connect you are required to manually record and collect payments.
Saving Invoice
The Saving Invoice feature allows you to save any changes made to an invoice, ensuring your modifications are securely stored.
Sending An Invoice
Once the invoice has the recipient's information and other necessary details, use the Sending an Invoice tab to deliver it to your contact.
Invoices can be sent through email or text; a test mode is available for verification. To switch between live and test modes, click on the advanced option.
Copy & Mark As Sent
The Copy and Mark as Sent tab is useful when you want to duplicate an existing invoice for future use and mark the original invoice as sent. This streamlined process enables you to perform both actions with a single click, saving time and effort.
Add Customer
The Add Customer feature is ideal for storing contact information in your CRM for ongoing use and streamlining invoicing.
Add Customer Information
To create a new contact, simply fill out the required information and save the changes. This ensures that your customer's details are readily available whenever needed.
Full Customer List
The Full Customer List allows you to view and scroll through all existing CRM contacts, making it easy to select one for invoicing purposes.
Editing Customer Information Manually
Additionally, the Editing Customer Information Manually function permits you to modify your customer's information as necessary. This is particularly helpful when adjustments are required for invoicing purposes, ensuring accurate and up-to-date records.
Clear Customer
If you've accidentally added incorrect contact information, the Clear Customer option enables you to delete it and add the correct details swiftly.
Add Tax
The Add Tax feature enables you to include taxes for your products or services, providing customers with a clear breakdown of the total amount and taxes included in the final price. You can add tax automatically and manually.
Add Tax Automatically
Easily set your invoice to automatically include the right tax rate for everything you’re charging, so you don’t have to do it manually.
Add Tax Manually To Individual Products
Choose and apply the tax rate for each product or service one by one, which is helpful if different items have different tax rules.
Add Tax To Subtotal
Add a tax rate to the total amount of your invoice all at once, instead of adding tax to each item separately.
Selecting The Tax
To select a tax, simply check the appropriate box to add the chosen tax to your invoice.
Name Of Tax
Here you will see the name you have given to the individual tax.
Tax Rates
Here you will see how much tax is applicable for each tax in the list.
Tax ID Number
This will show the Tax ID number you have created for each type of tax in the list.
Add Discount
The Add Discount feature allows you to apply discounts to your invoices, ensuring that any special offers or promotions are accurately reflected in the final total.
Setting Discount Rate
Choose between a percentage-based discount or a custom amount.
Percentage Discount
Adjust the discount percentage using this slider. You can set the discount rate manually, with the exact percentage displayed in the box.
Custom Amount Discount
Choose this option to apply a fixed discount amount instead of a percentage. Type the exact amount of the discount. Click Save to confirm and apply the discount to the invoice.
Using your CRM for invoicing simplifies billing, keeps records accurate, and speeds up payment processing. Customizable options for templates, taxes, discounts, and payment methods allow you to personalize invoices and manage finances efficiently.