Point of Sale Solution Back Office Invoicing
Description
What's in this article?
Invoices provide an itemized list of goods and services rendered, which includes the cost, quantity, and taxes. Customize your business invoice and choose the payment terms in the Invoice template. When you create an invoice, you can select an existing customer and product or create new ones. Your invoices are saved online for simplified recordkeeping. Subscriptions automatically generate invoices for each billing cycle. Learn more about the invoice lifecycle for subscriptions.
Create an invoice template
An invoice template makes creating custom invoices faster and easier. Your business contact information will automatically populate on the invoice. As you customize your template in the Back Office, a preview will update so you can see what it will look like for your customers.
- In Point of Sale Solution Back Office, select Estimates & Invoices > Templates.
- On the Invoice tab, customize your invoice template:
Invoice customization options with descriptions Field Description Include logo Enable this to include a logo on your invoice. Click Choose file to upload a logo. Background color Choose a background color for the invoice, if desired. Click on the Background color field to open the color picker. To choose a specific color, use the color eyedropper tool or enter specific RGB values for the desired color. Address Enable to show your customer's address on the invoice. Pay Online Enable to allow the customer to click to pay online. Online payment will let a customer pay their invoice through a webpage. Tax Enable to show the tax calculation. Term Choose a payment term from the dropdown list. Options are immediate, Net 15, Net 30, Net 60 or Net 90. Extra text To include a note at the bottom of the invoice, type in the text box. Click Save.
Create an invoice
Create and send an invoice from the Back Office to your customer. All the details from your invoice template will be pulled into the new invoice. You just need to add the customer name, contact information and the items to the invoice. You must have the appropriate access to create an invoice.
- In the Point of Sale Solution Back Office, select Estimates & Invoices > Invoices.
- In the Sent tab, click New invoice.
- Enter a customer name. When you begin typing, the customer name will populate in the dropdown list if the customer is already in your database and the information will populate the form. If the customer is new, click Add new customer and complete the contact information.
- If a street address is missing, click the Edit icon to add it, as this is a required field for an invoice. Click Save.
- Click on the Plus symbol icon to select an item for the order.
- In the Item field, either begin typing the name of a product or service you have previously set up, and select it from the list — or type in the name of a new item.
- (Optional) Enter a Description and Quantity of the item, the Tax to collect, and indicate whether the price is Tax inclusive. If you have added a new item rather than a preset one, enter the Unit price; preset items will auto-populate a price. Add any notes for the invoice.
- Click Done to enter the item on the invoice. Add more order items as needed.
- (Optional) Click on the Discount icon to apply a discount. You can click the button for a Manual Discount you have previously set up or click on Manual to create a new one. When creating a new one, you can enable a $ or % discount. Click Done. To delete a discount you have applied to an item, click on the Discount icon > Manual > then either click the button for the preset discount to deselect it, or reset the discount to 0 for a newly created one, and click Done.
- To make any edits to the order items, click on the Item name, edit the item details and click Done.
- Choose one of the following:
- Click Save to save the invoice without sending it to the customer.
- Click Save & Send to send the invoice to the customer.
- Click Preview to see the print preview of the invoice.
Manage open invoices
Once invoices are created and saved, they appear in the Back Office as Open Invoices. All open invoices display, including invoices that originate from the Point of Sale App and those that are created in Back Office. You can edit them to change customer information or add additional items to the order, view the detail or preview the print version, take a payment on the invoice or send the invoice to a customer.
NOTE:
The Point of Sale App treats open tickets as an "invoice" and those tickets will also display in this view.
- In the Point of Sale Solution Back Office, select Estimates & Invoicing > Invoices.
- From the Open tab, choose an action.
Invoice action icon options and descriptions Action icon Description Edit Edit the invoice to change customer details, tax or items. View details View the invoice detail information. Take payment Take a payment on the invoice. Preview Preview the customer copy of the invoice. Send invoice Send the invoice to the customer.
Manage sent invoices
The Sent tab shows invoices that have been sent to your customer. These invoices also appear in the Open tab. Once an invoice is sent to the customer, you can track the status of the invoice, see the amount paid toward it and the total amount due, preview the invoice and resend it to the customer if needed. The due date for the invoice is set in the invoice template. If you need to edit a sent invoice or take a payment for the invoice, search for the invoice in the Open tab view.
The statuses of the invoices that appear on the Sent tab will include unpaid and overdue invoices. Invoices that have received full payment will appear in your Orders report for your location.