New Feature: Client Invoicing

Featured Functionality, IRIS CRM Blog
Client Invoicing

We are excited to share that your favorite Merchant Services CRM now comes with support for client invoicing!

Generate one-off or repeating invoices from the lead and send them to your clients in just a couple of clicks. The clients can pay for the invoices using a credit card or ACH payment.

A complete history of invoices is kept on the Invoice tab where you view the status of your invoices and edit them if needed.

Let’s take a closer look at the new feature!

Invoice Templates

Invoices are generated using predefined invoice templates which you can create from the CRM administration page.

To create a new template navigate to Manage > Administration > Payments & Invoices > Invoice Templates and click New Invoice Template:

 

New Invoice Template

 

A new template will be shown as in the example below:

 

New template preview

 

You can begin editing your template by entering the template’s title, uploading your company logo, and entering the company details in the provided fields.

The Bill To section of the invoice cannot be edited since this section is automatically populated with the lead’s information (from the lead special fields such as Business Name, Business Address, etc.).

To add line items or taxes to your invoice, use the provided actions in the template. To remove an item, hover your mouse to the right of the item and click on the ‘x‘ symbol that appears:

 

Add another line item

 

At the bottom of the invoice, you can edit the invoice footer (or leave it empty):

 

Bottom invoice notes

 

On the right side of the invoice, you can select the payment methods that will be available to the client, including the appropriate gateways (in case you’re using multiple gateways):

 

Payment method

 

More info: Enabling Authorize.Net For Credit Card Payments, Paya ACH Integration Guide

 

Next, select the Email and SMS templates that will be used to send the invoices to the client:

 

Invoice Templates

 

Finally, select a lead field to be used for balance tracking (optional):

 

Balance Field

 

The Balance field is a special type of field that you need to add to your lead in order to enable balance tracking:

 

Business information tab

 

Once the field has been added to your lead, you can set an initial balance to track, for example, $5,000.

Then each time a client invoice is paid for a part of that amount, the balance field will automatically display the remaining balance.

For example, if the client pays an invoice in the amount of $1,000, the balance field in the previous example will then show a balance of $4,000 automatically.

 

When you finish editing your template click Save and the invoice will be saved on the Invoice Templates page from where you can always edit or delete it:

 

Invoice Templates

 

Creating Invoices

Invoices are created and managed on the Invoices tab on the lead, which comes with two sub-tabs for New Invoices and the invoice History:

 

Creating Invoice

 

To create a new invoice first select an invoice template from the Template dropdown:

 

Template dropdown

 

If needed, you can also edit the Bill To information, the invoice #, and the due date:

 

Bill to

 

Use the line item and tax buttons to add additional line items or taxes to your invoice:

 

Add tax

 

If you need to delete an item, hover your mouse over the line time amount and click on the ‘x’ symbol which appears.

Optionally, you can also add custom invoice notes at the bottom of the invoice.

 

After filling in the invoice information, select the accepted payment methods and optionally the preferred gateways:

 

Preferred gateways

 

To create a repeating invoice, click on the Repeat toggle switch (shown below the gateway selections in the above screenshot).

A new popup window will appear where you can select the invoice frequency and the end condition:

 

Recurring Invoice

 

Once the repeating invoice settings are saved, the Repeat switch turns green and you can then select the due date for each invoice, and add the recipient’s email and phone:

 

Repeat switch

 

When you’re ready, use the buttons at the bottom of the invoice to save, preview, or send the invoice:

 

SAVE options

 

Client Invoice History

The saved invoices and their statuses can be viewed on the History tab.

Use the Actions column to edit, void, preview, delete, or send the invoices:

 

Invoice history actions

We hope you enjoy using the new feature!

 

Stay tuned for more cool updates coming soon!

 


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