Overview
Most of the settings discussed on this page can be found in Control Panel > Invoices. These settings control how the Invoice is presented, payment requirements, and more.
Settings and Navigation
You can also find User settings related to invoicing in Control Panel > Users > Edit and select Permissions.
There may be some settings related between Services and Invoicing. You can go to Control Panel > Services > Edit and explore the options related to a particular Service Invoicing Mode.
Approved/Unapproved Invoices
There are 3 ways to change if the invoice needs approval before being sent to the customer for payment.
All Invoices By Default
If you want all Invoices generated by appointments to be marked as "Unapproved" then you can go to Control Panel > Invoices. Locate Appt Invoice Mode and select either Approved or Unapproved.
By Specific Service
If you would like all invoices of a particular Service to be generated from appointments as "unapproved", go to Control Panel > Services > Edit the service. Scroll to the Invoicing section and check the Mark Invoices Unapproved box.
By Specific User
If you want invoices to require approval for a specific user, go to Control Panel > Users > Edit > Permissions tab. You want to edit the user who needs to have their work approved by someone else. You may have to do this for everyone generating invoices or just certain individuals you want to check.
Using Send Invoice Approvals To, select the name of whomever is approving the invoices.
Appointment Inventory Mode
If the mode is Normal then the technicians add parts/items to the appointments as needed/as they finish. They will default to whatever the part's "internal" setting is.
If the mode is Internal then they will have an "inventory" action available on the appointment and they can record any parts/items they use on the appointment there -- those will automatically be 0 and also marked as internal, regardless of what the part is set to.
Cease Invoice Reminders
To stop reminders for any particular Invoice, you can head to the Invoice's Details page and look in the upper right corner of the Invoice body. If there is an upcoming reminder, it will appear with an X to remove it. Removing a reminder like this will indefinitely prevent further reminders from sending for that Invoice until you choose to send the Invoice again.
Send $0 Dollar Invoices
Some businesses choose to create invoices for $0. If you want these to send to customers, check this box. Otherwise, those will not automatically send invoices or receipts if you have Invoice specific Notifications turned on.
Please review Invoice Notifications.
Payments
These settings control events around auto pay. If you want to know more about these settings, please review Automatic Payments
Total Payment Limit
On the invoice details page, click Settings at the top of the page. Here, you can adjust the Total Payment Limit, which controls how much you are collecting from the customer at a time. Please note that this value reflects the total you want the customer to be able to pay, including past payments. If a customer has already paid $100 and you want to collect another $100 payment from them, you want to set this amount to $200.
Terms
Invoice terms are separate from Terms and Conditions for proposals. This section only shows on Invoices.
Terms can be set for an Organization, a Contact or a unique Invoice. Click here for details on setting Invoice terms.
If you want to learn more about finance charges, please review Finance and Surcharging.
FAQs
If I go in and complete a proposal, will it create an invoice?
If you are wanting to close the appointment and not generate a new invoice, these are the settings you'll want for the service:
Go to Control Panel > Services > Edit Service. Scroll down to Invoicing section. As long as those two settings are changed to Close Appointment and Manual, it should not generate another invoice automatically.
How can we show service date on the invoice?
Go to Control Panel > Scheduling and check the following box/boxes. The second images is what the invoice will show.
This is what I'd like to have: 1- Agents finish job and send invoice for approval to me. 2- I approve invoice and charge customer. 3- I decide if I send or not invoice and receipt to customer (not all of them want to receive it). Could you please guide me into what is the correct setting for what I'm looking for?
First, go to Control Panel > Invoices. Make sure the Appt Invoice Mode is set to "Unapproved Invoice" and click Save:
Then, go to Control Panel > User, and click Edit next to the name of the agent you'd like to change the invoice permissions for. Then click on the Permissions tab. In the drop down menu next to Send Invoice Approvals to, select your name:
If you don't want the customer to get a notification about the invoice being created then uncheck "Invoice" in the first column; if you don't want them to get a receipt after they paid the invoice then you should also uncheck "Invoice Receipt". Click Save.
Troubleshooting
The Send button on the invoice is not sending to the Customer.
Make sure that your notifications for invoices are enabled. In Control Panel > Notifications, the first page and the top checkbox - this is the official "Go Live" box to check when you're ready to start invoicing customers.
