**Please note that these are the general steps for invoicing not specific to any user and or account**
To get started with invoicing, you will start by selecting Billing on the top bar.
Select Create Draft Invoices
Select the Customer Billing Profile
Select the Billing Period you are creating the invoices for.
With the displayed list, you can select all or select specific customers
(Customers who have no active services but have an active account and tied to the billing group you're creating invoices for, will display in this list)
With the customers selected, you will see two options:
Preview Charges
Create Invoices
Preview Charges
Allows you to do a basic review of the invoices you're about to create.
(side note: this option was created before we released the feature to delete a an invoice)
Create Invoices
Select your customers for invoicing. If you have a longer list of customers, we recommend extending the view to 2000. If you have more than 2000 customers in this billing profile, you will need to run billing for each 2000 customers.
Create invoices
You will be asked to confirm the invoice date (the default is to the first of the month from the month of the billing period or end of month if arrears). If you would prefer a specific date, you do have the option to change the invoice date. This will change the date for all selected invoices in this group.
An example of why you might want to change the invoice date -
If your payment terms are Net 15 and you would like the due date to be the end of the month, we recommend changing the invoice date to the 15th of the month. You could still send the invoice on the 1st.
A prompt will confirm that the invoices are being created and will be ready shortly
Your invoices are now created as drafts. If you have more than 2000 customers in the billing profile group, it is at this point we recommend going through the same steps to create invoices for the remaining customers.
The newly created invoices will be listed under Billing / Invoices and the filter will automatically be set to the last billing group you created invoices for.
From here you can email, mark as sent or download the pdf group for printing.
EMAIL:
Select the invoices to be emailed
Select Send
A pop up will confirm the emails are being sent
MARK AS SENT:
Select the invoices to be marked as sent
Select the 3 dots in the upper right corner
Select Mark As Sent
(this action changes the status from Draft to Unpaid (sent) without the action of sending to the customer)
Bulk Printing
To bulk print invoices, they must first be added to an invoice group.
Once they have been added to an invoice group, you can then generate and bulk print the invoices. Simply follow the steps in Bulk Print Invoices.
Identifying accounts that require a printed invoice vs an emailed invoice.
There are a variety of ways this can be set up depending on how your data was imported, how your Implementation Manager has suggested set up, etc.
The two most common ways to identify Emailed / Mailed invoice request are -
Tags (added to the account level of the customers profile)
Billing Profile with identifier (Example: Residential Monthly Paper vs Residential Monthly Email)
If you're using the second option of Billing Profile Identifier, for your Paper Invoices, make sure to mark as Sent in addition to downloading the PDF. This is required in order for the invoices to be payable. This also updates the aging buckets appropriately.
If you are using Tags as identifiers, you will still want to follow the steps of marking as sent and downloading PDF, however you will first need to locate these tags on your billing page.
Start by selecting the Columns option and add Tags
This will add the tags column to the right of the status
Select the filter and enter the tag you want to filter by. Select Apply
This will display only those accounts with the specific tag that you have filtered by
If you are currently using an outsourced printing company and require a JSON file, please follow these instructions for Invoice Groups
What is a JSON file?
JSON is an open standard file format and data interchange format that uses human-readable text to store and transmit data objects consisting of attribute–value pairs and arrays.
When you download the JSON file, this file will not read like an invoice, rather a script that you can send to a printing service.
Invoicing On Request (Roll Off) customers -
All Work Orders associated with recurring services are automatically set to Ready For Invoice. Any On Request work orders need to be reviewed and set to Ready for Invoice. This must be done before invoicing the customer to ensure that the data from these work orders are captured on the invoice.
We recommend using the Work Order Review section of the Billing Page to review these work orders, add Disposal Tickets and or Fees as needed and set to Ready For Invoice.
Once the work orders have been reviewed for invoicing, follow the steps above to invoice the group associated with these accounts.
Mid Cycle Start
If you have a customer who has started service in the middle of a billing cycle, we recommend invoicing the customer as they start their service,
For example; Invoice was completed January 1st and will not be processed again until February 1st. Your customer started service January 20th. This short prorated period will not capture on the next billing cycle, as that period has already passed.
We recommend creating an invoice from the customers profile while setting up service.
If the customer is only being charged for the prorated portion, leave the billing date as is when setting up service. This will display to the customer on the invoice for the time period of the billing cycle.
