Accepting invoice payments outside of IRIS CRM’s integrated payment options? Track the external cash, check, credit card, and ACH payments you receive by manually marking invoices as paid in IRIS CRM. Keep your CRM up-to-date and aligned with your accounting tools with our improved invoicing & payments functionality!
Easily track all key payment information including the payment method, payment date, payment amount, invoice balance, outstanding balance, and additional notes such as the check number. Both partial and overpayments can be entered, then use a Balance field to track outstanding balances and credits for merchants.
Having both automatic and manual invoicing & payments within your CRM will make it easier to track your organization’s payables. Accurate, up-to-date receivables information means less reconciliation between your CRM and accounting tools. You’ll also be able to further leverage your CRM to follow up with merchants that you know have an outstanding balance to better manage cash flow by reducing the average collection period.
How the Invoicing & Payment Enhancements Work
Whether it’s a recurring or one-time invoice, users will have the option to manually mark an invoice as Paid. To do so, follow these steps:
Step 1: Navigate to the Invoice History Tab
If you know which lead the payment is for, go directly to their lead page via search or use the My Leads page. You can also use the Invoices report on the home page to find the invoice and its lead. Once you reach the lead page, find the Invoices tab, then switch from New Invoice to History which displays all invoices associated with the lead.
Step 2: Click the $ Icon to Mark as Paid
Locate the specific invoice to which you are applying the payment. The invoices are sorted by Created date by default, with the most recently created at the top. On the far right of the table, there is a $ icon under the Actions column. Click the $ icon to manually enter the payment.
Step 3: Enter Payment Information
Invoice Status
When marking an invoice as paid, the default status will be set as “Paid”. The status will automatically be updated to “Partial” if the payment amount entered is less than the invoice amount. An invoice can also be set to “Unpaid” in case the status was updated incorrectly.
Apply to Balance Field
A Balance field is a special lead field type that can be used to track a lead’s outstanding invoice balance. If you don’t already have this type of field configured, go to Manage > Administration > Leads > Manage Lead Fields. You can also find this in the Quick Access list.
Click Add/Remove Fields within the lead tab where you want this field to be displayed.
Click Add New Field.
Name your new field accordingly, such as “Invoice Balance” or “Amount Due”. For Field Type, select Balance.
Finally, click Add. Reposition the new field to the desired location within the lead tab by clicking and dragging.
Applying a payment to an invoice will deduct the payment amount from the current amount in the selected Balance field. For example, a merchant is sent an invoice for $150 and the Balance field goes from $0 to $150. The merchant sends a check for $120 to pay the invoice, which updates the invoice status to Partial when you enter $120 for the Payment Amount. This reduces the Balance field to $30, meaning the merchant still owes $30.
When the merchant pays the remaining $30, you can update the invoice to be the full $150 as the Payment Amount, which will set the status to Paid and deduct the remaining $30 from the Balance field.
Payment Amount
The default payment amount is equal to the total invoice amount. Click the pencil icon to edit the amount if you wish to enter a partial payment. Both overpayment and underpayment are allowed.
Paid & Due Date
The Invoice Paid Date will default to the user’s current date and time when they’re entering the payment. The Invoice Due Date can also be edited when entering the payment information.
Payment Method
Users can select ACH, Cash, Check, Credit Cards, or Other as the payment method. ACH and Credit Card are for payments made using electronic payment methods that are not integrated with IRIS CRM.
Invoice Notes
An open text field for Invoice Notes is included so users can enter remittance information, additional payment details, or any other invoice-related information.
The Last Updated info shows when and by whom the last update to the invoice was made.
Step 4: Save Invoice Payment
After all of the payment information has been entered, click Add at the bottom of the pop-up to apply the payment to the invoice. After saving, the invoice status and balance will be updated accordingly within the lead record as well as the invoice widget.
Step 5: Edit Invoice Payment
In order to update a previously paid invoice, complete steps 1-4 again with the updated information.
Interested in learning about how you can leverage IRIS CRM’s invoicing and payments functionality for a more effective CRM solution? Sign up for a demo today!