Invoices - Accounts V2

What is the Invoices section?

Found in the Customer tab, the Invoices section is where you can perform final checks on your dockets and create invoices to send to your customer. Through generating invoices, you can receive payment for your customer accounts for the bookings they have completed.

Filtering the Records

Upon opening the Invoices section, you are prompted to enter information to filter the records.

You can filter the data with the following options:

• From: Select a starting date of the date range in which to fetch the invoices.
• To: Select the end date of the date range in which to fetch the invoices.
• Companies: (Only available in multicompany systems) Use the dropdown menu to select a Company or multiple to only show Invoices completed by the selected company.
• Account: Use the dropdown menu to select a customer Account to only show Invoices for the specified account. Leave this option empty to show invoices for all customer accounts.
• Driver: Use the dropdown menu to select a Driver to only show Invoices completed by the specified driver. Leave this option empty to show invoices for jobs completed by all drivers.
• Vehicle: Use the dropdown menu to select a Vehicle to only show Invoices completed by the specified vehicle. Leave this option empty to show invoices for jobs completed by all vehicles.

Select the Search button to then filter your data and then Invoices table is populated based on your filter criteria.

To change your filter at any point, select the 'F Filters' button located on the bottom shortcuts bar or press the 'F' key.

Using Shortcuts

Viewing and Editing an Invoice

Sometimes you may need to perform one final review of the customer dockets and adjust any incorrect fields before invoicing your customers.

To view and edit the customer docket of an invoice:

1. After filtering the records, use the Up and Down arrow keys to navigate the table or use your mouse.
2. Navigate to the invoice you would like to view and/or modify the docket of.
3. Press Enter or double-click on the row to view.
4. In the Customer Docket, you can edit the fields as required.
5. Use the shortcuts located at the bottom of the screen to quickly adjust options such as Pricing and Booking Information.
6. Once you are finished editing the docket, ensure to press the End key to Save (or click the End Save shortcut in the bottom bar).
   

On the table view, you can use shortcuts such as Insert to quickly edit the price of the customer docket in the invoice without viewing it.

In the Edit Price modal you can easily update the Cost, Price, Extras and Waiting Time.

If you have modified any of the details or fields within the Customer Docket, you can use the 'R' key to automatically reprice the docket, ensuring the cost and price is up to date.

How to Approve/Unapprove an Invoice

Approving an invoice moves it to a state where you are satisfied with the information and it can be invoiced to your customers.

To approve an invoice:

1. Select an Invoice. 
   
2. Press the 'A' Key or click the 'A Approve' shortcut in the bottom bar.
3. The cross icon in the Approved column of the table then turns green check to indicate the docket is approved.
   
4. You can select multiple dockets by using the Shift or CTRL keys.

To unapprove an invoice, follow the steps above and use the 'U' Key or click the 'U Unapprove' shortcut in the bottom bar. The green check will change to a grey cross icon in the Approved column.

Unapproving an invoice ensures it does not mistakenly get invoiced to customers if using Bulk Invoicing.

How to Invoice an Account

When you are ready to send an invoice to your account customer for payment, you can easily send singular or multiple invoices, or use Bulk Invoicing.

To invoice an account:

1. Press the F6 key, click the 'F6 Invoice' shortcut in the bottom bar or click the green Invoice button in the top bar.
   • Note: See Drafting Invoicing for more information on drafting an invoice before sending.
2. In the Invoice popup, configure the following options:
   • From: Select the start date and time of the invoice period. 
   • To: Select the ending date and time of the invoice period.
   • Invoice Date: Set the date and time of the invoice.
   • Account: Select the Customer Account to invoice using the dropdown. This field automatically populates with an account if an invoice is highlighted when pressing Invoice/F6.
   • Send As Email: Check the box to send the invoice to the email associated with the customer account.
3. Press the Invoice button to create your invoice. If 'Send As Email' was checked, the email is automatically sent to the email address associated with the account.
4. To view the PDF version of your invoice, click the Downloads () icon in the bottom bar and double-click on the Invoice Customer to download it to your device.
5. In your file explorer, open the zipped file to view your invoice in PDF format.

You can use the Draft Invoice button to review an invoice before it is sent to your account customer.

To create a draft invoice:

1. Press the F5 Key, click the 'F5 Draft Invoice' shortcut in the bottom bar or click the green Draft Invoice button in the top bar.
2. Follow the same steps as above, however, we recommend leaving Send As Email unchecked so you can review the PDF before sending to your account customers.
3. Click the Downloads () icon in the bottom bar and double click on the Draft Invoice Customer to download it to your device.
4. In your file explorer, open the zipped file and your draft invoice is available in PDF format for reviewing.

Using Bulk Invoicing

Bulk Invoicing allows you to easily process invoicing multiple dockets at once for all your account customers.

To set up Bulk Invoicing:

1. Click the Bulk Invoice button in the top menu.
   • Note: You can use the Bulk Draft Invoice button to review your invoices before sending to your account customer.
2. In the Bulk Invoice modal, fill out the following options:
   • Customer Invoice Frequency: Select the frequency of invoices to be generated. For example, if you select 'Daily' as the invoice frequency, all the dockets from a single day are grouped by account and repeated until the end date and time of the invoicing period. Whereas choosing 'Monthly' as the invoice frequency, a monthly invoice is created with all the dockets from the monthly period separated by account until the end date and time of the invoicing period.
   • Invoice From: Select the start date and time of the invoicing period. 
   • To: Select the ending date and time of the invoicing period.
   • Invoice Date: Set the date and time of the invoice.
   • Company: (Only available in multicompany systems) Use the dropdown menu to select which company to create invoices for all associated account customers within the specified invoicing period.
   • Send As Email: Check the box to send the invoices to the email associated with the customer accounts.
3. Select Bulk Invoice button to create your invoices. If you checked Send As Email, the invoices are automatically sent to the relevant customers after each invoice is generated.
4. To view the PDF version of your invoice(s), click the Downloads () icon in the bottom bar and double click on Bulk Invoice to download it to your device.
5. In your file explorer, open the zipped file and your invoices are available in PDF format for reviewing.