New Feature: Client Invoicing

Featured Functionality

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:

 

 

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

 

 

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:

 

 

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

 

 

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):

 

 

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:

 

 

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

 

 

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

 

 

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

Then each time your client pays an invoice 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:

 

 

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:

 

 

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

 

 

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

 

 

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

 

 

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:

 

 

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:

 

 

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:

 

 

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

 

 

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:

 

We hope you enjoy using the new feature!

 

Stay tuned for more cool updates coming soon!

 


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