Difference between revisions of "Client invoice view"

Revision as of 14:47, 8 November 2022

More actions buttons

• Send — opens the Send invoice page which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

• Resend — this button appears after the invoice has been sent. Clicking it sends the invoice one more time.

• Mark as sent — if you're not sending the invoice through the system but by any other channel (e.g. email, customer’s portal, etc.), you may use this button to remember the date of sending.

• Mark as unsent — this button appears if the invoice has been sent. Clicking it deletes the date of sending.

• Write off — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write-off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

• Discount and Extra charge — you may add a discount and an extra charge to the invoice by clicking this button.

• Update — opens Update invoice page where you can edit the invoice.

• Delete — deletes the invoice. This button disappears after you link the invoice with the payment.

Note: For invoices with linked payments only "Download as PDF", "Send", "Mark as unsent", and "Write off" buttons are available.

To make all the buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment from the client.

Back to the table of contents.

Taxes section

Here you can add new taxes, edit or delete the displayed ones by clicking corresponding buttons:

Add invoice percentage tax

1. To add a tax value as a percentage to the invoice, click the "Add percentage tax" button:

Then select the tax name from the drop-down list, enter its value and click "Add":

600px

Note : First, taxes should be created in System => Taxes => Taxes list, and only the taxes which are defined as the Percentage will be available in the list.

This tax will be added and displayed in the invoice details section:

You may add as many taxes as you need.

2. You can update taxes by clicking the "Update" button:

You may select another name from the drop-down list and enter a new tax value:

600px

Click "Update" to save changes.

3. To delete taxes, click the "Delete" button:

Back to the table of contents.

Add invoice absolute tax

1. To add a tax value as a flat amount to the invoice, click the "Add absolute tax" button:

Then select the tax name from the drop-down list, enter its value and click "Add":

'Note 1: First, taxes should be created in System => Taxes => Taxes list, and only the taxes which are defined as the Absolute will be available in the list.

Note 2: The currency of the absolute tax is determined according to the invoice currency.

The tax will be added and displayed in the invoice details section:

1000px

You may add as many taxes as you need.

2. You can update taxes by clicking the "Update" button:

You may select another name from the drop-down list and enter a new tax value:

600px

Click "Update" to save changes.

3. To delete taxes, click the "Delete" button in the corresponding tax row:

Back to the table of contents.

Add and remove receivables

Here you can view, add and remove receivables in unsent invoices:

1.To add receivables click "Add receivables":

1000px

It will open the Add receivables to invoice page where you can see the client receivables list:

1000px

Select the necessary receivables and click "Add selected receivables" to add them to the invoice.

2. Also, you can remove receivables from the invoice by clicking the "Remove" button:

So, there is no need to delete invoice if one its item is wrong.

Note: Invoices with zero total amounts cannot be linked to payments.

In other words, if you delete all the receivables within an invoice, you won't be able to create payments covering the invoice.

Linked payments

In this section you can create linked payments and unlink the existing ones.

To create a linked payment, click the "Create linked payment" button:

Then enter the needed data and click "Create":

After creation a new payment will be automatically linked with Ci2020-52 invoice.

If you need to unlink payments, then click the "Unlink" button:

Create linked payment

If you have received the payment for the invoice, you can record it by clicking the "Create linked payment" button under receivables table:

You can enter the payment into the fields that appear:

Alternatively, payments can be created on the Client payments page.

The difference is that on the Client invoices page you can enter a payment covering only an invoice itself, while on the Client payments page, you can enter a payment covering multiple invoices.

Once there is a linked payment covering the full amount of the invoice, such an invoice will be marked as "fully covered".

Back to the table of contents.

Additional files

You can also upload files to attach them to an invoice using the "Upload" button in the "Additional files" section:

Messages

In the Messages field you can communicate with a respective client (if they use the Client Portal and can log in to the system).

Enter your message and click the "Send" button:

A client will get an email when a message is sent to them.

The same applies to the responsible Invoice manager, they will get emails when a client sends a message.

You can read the message and reply straight from the email:

By clicking "Reply to this message", you will be redirected to the "Messages" field of the respective invoice.

Tip: If your client cannot log in to the system, you can use the "Messages" field as an option to leave notes or anything you need. But if you allow them to log in, all the messages will be visible for them.

You also can communicate with clients on other objects. Please check the "Messages" page for more details.

Invoice history

Once you send an invoice (or mark as sent), the "View history" button appears:

By clicking this button, you can track when and by whom the invoice was sent or resent:

To resend an invoice, click "More actions", and then the "Resend" button:

Back to the table of contents.