Invoicing Customers
This article will show you how to create a one-time manual invoice to send to the customer.
Topics in this article include
Setting up invoices
First enable invoicing and set up your invoice terms from Configuration > Company Configuration > Printing Options.
Check the Enable Invoicing option towards the bottom of the page.
There is also an option underneath, enable invoicing called Hide Contract Totals on Invoice
Checking this box will only show the contract total. If unchecked, it will show detailed totals with Rent/Sale/Damage Waiver...etc. Also if you leave it unchecked, the detailed contract totals will change on past invoices if the contracts are modified after the invoice is created. If you don't want that, simply uncheck Hide Contract Totals on Invoice.
If you want the invoice to say something other than Invoice, you can set this here, too, in the Invoice Title field.
Invoice Title - The title of the invoice.
Default Invoice Notes - Any notes that are for all your invoices.
First Invoice Number - The number of your first invoice. For example, if you want to continue the invoice number from your previous invoicing software you can enter this number here.
Terms Display Name - The name for all terms displayed on the contract. i.e., Due Upon Receipt, Net 30, etc.
Due in (x) Days - How many days payment is due.
Invoice format
Be sure to select the invoice format you want to send to your customers. You can select Modern or Traditional from the drop-down menu that appears to the right of the invoice terms.
Once all terms, default notes and all options needed are checked, don’t forget to click Save.
Creating an invoice
Now that you have enabled invoicing, you can send a customer an invoice for the total amount due or the amount agreed upon in the customer terms. Once you've selected the transaction from the Workbench and opened the transaction overview screen, choose Invoicing from the right. You can send an invoice from any transaction status after it’s been converted to a reservation.
Click + New Invoice, choose your terms, and add any additional comments. Enter the amount to be invoiced. If you don't wish to include any previous payments made, then you want to check the Show Only Invoice Total without Prior Balance option. This also goes for overriding the invoice date and the auto invoice number. When all is completed, be sure to click the I’m Ready to Create the Invoice button.
Once the invoice is created, you can immediately view it on the screen and choose to print or email the invoice to the customer. If you need to go back and view it later, you can click on Invoicing again to see a list of all the invoices sent to the customer.
You can delete invoices if you accidentally created an invoice for the incorrect amount. Once you open the transaction overview screen from the Workbench, click on Invoicing on the right. Click the view icon next to the incorrect invoice. You can now click the Delete Invoice button at the top and remove the invoice as if it were never created.