Before you can start managing invoices in ZevBit, there are a few setup steps to complete.
The Invoices module depends on information from other parts of the system, so invoices will appear properly once these prerequisites are in place.
Required Setup Steps
To start using invoices, complete the following steps.
1. Configure Invoice Settings
Before creating invoices, you should configure your invoice settings.
Go to: Settings → Invoices
From there, you can define:
Default Invoice terms (e.g., Net 7, Net 30)
Billing information shown on invoices
Automated actions such as sending invoices, reminders, and receipts
Default notes and messages
These settings ensure that invoices follow consistent rules across your organization.
2. Create an Estimate/Proposal (optional)
The user can send an invoice without creating the estimate, but it can be based on estimates as well, so you can first create an estimate in the Estimate module.
This includes:
Project details
Pricing and scope of work
Line items (labor, materials, etc.)
Define Payment Terms (Invoice Schedule)
While creating an estimate, they must define the Payment Terms.
This determines:
How many invoices will the project have
The amount or percentage for each invoice
The structure of payments (e.g., deposit, progress, completion)
You can use a template or customize payment terms for each project.
Once the estimate is complete, it must be sent to the customer for approval.
Proposal Must Be Signed
Estimate-based invoices will only appear in the project after the customer signs the proposal.
Once signed:
The invoice schedule is activated
Invoices become visible in the Invoices module under that project
Payments can be recorded or collected
3. Configure Payment Methods
Make sure your system is set up to accept payments, especially if you plan to:
Allow customers to pay online
Set up a payment method
Manage the credit card processing fee
Third-party tool integration
Payment methods can be done in Settings > Integrations
4. Assign User Permissions
Ensure that the appropriate users have access to the Invoices module. Access can be enabled when creating or editing users in the Team Tab.
