Table of Contents
Overview
The Invoice Management section is closely related to the Job Management section. It allows service providers to create, view, and manage invoices associated with specific jobs. This interface enables linking invoices to jobs, tracking payment status, and maintaining financial records for completed work.
Invoice Dashboard
The Invoice Dashboard serves as the main interface for invoice management. It offers key functionalities such as viewing, adding, editing, and deleting invoices, as well as linking them to specific jobs.
The dashboard presents essential information for each invoice, including:
Job Name: Displays the name or title of the job associated with the invoice.
Invoice Total: Shows the total amount due for the job.
Status: Indicates the current state of the invoice (e.g., Pending, Paid, Overdue).
Action buttons: Provides buttons for quick management (Edit, Delete)
A search bar enables you to find Invoices by name or client's name. Filtering options allow you to narrow down Invoices based on their status.
1. Adding an Invoice
To create a new invoice, you will be presented with a form containing several fields. Required fields include: Job Selection, Invoice Title, and Due Date. A Quick Add step is also available for selecting services and products.
To create a new invoice, follow these steps:
Click the "+ New Invoice" button in the top right corner of the Invoice Dashboard.
Fill out the Invoice Details form:
Select a job from the dropdown menu.
Enter an invoice title.
Set the due date.
Click "Next Step" to proceed
In the Quick Add section, add Services and Products
Click the "Add Invoice" button to create the new invoice.
2. Invoice Detail Interface
Using the Invoice Detail Interface, you can view and modify comprehensive information about a specific invoice. To access the Invoice details:
Locate the invoice in the list on the Invoice Dashboard.
Click on the invoice name or the "eye icon" next to it.
View or modify the necessary fields in the interface.
Click "Apply Changes" to save any updated information.
The Job Details interface offers a comprehensive suite of options beyond simply editing job information. This robust section enables you to:
2.1. Services and Products
The Services and Products Section offers efficient management of invoice-related items. Navigate this streamlined interface as follows:
View Items: Comprehensive tables showcase services and products, detailing SKU, hours/quantity, rate/price, and total.
Edit Items: Modify details by clicking directly on editable fields such as "Hours" and "Rate" for Services, or "Quantity" and "Price" for Products.
Add New Items: Expand your invoice by clicking the blue "+ Add Service" or "+ Add Product" buttons. New entries appear instantly in their respective sections.
Delete Items: Easily remove unwanted entries by clicking the trash icon located to the right of each item.
This consolidated section simplifies invoice creation and editing, allowing seamless management of both services and products within a single, user-friendly interface.
2.2. Bill
Add applicable taxes (VAT - 0.1% or GST - 0.05%).
Apply discounts in USD.
Set a Required Deposit amount in USD.
View the final Invoice amount with all details reflected.
2.3. Client Information
On the right side of the Edit Estimate view, you'll find a panel with additional features to enhance your estimate management:
Client Information: View comprehensive details about the client associated with this Invoice.
Edit Client Details: Modify client information by clicking the pencil icon, allowing you to keep records up-to-date.
Add Notes: Include important remarks or reminders related to the Invoice.
View Chat History: Access past conversations for context and reference.
Attach Files: Upload and manage relevant documents directly within the Invoice.
Remember to click "Apply Changes" after making any modifications to ensure all updates to the estimate or client information are saved.
2.4. Send Invoice
From the Invoice Detail view, you can easily send your invoice to clients:
Click the "Send Invoice" button in the upper right corner.
Choose your preferred sending method: Email, SMS, or both.
Add a subject line.
Compose your message (Email or SMS).
Include any specific instructions or notes.
Before sending, use the "Preview Invoice" feature to review all details for accuracy.
Once satisfied, click the blue "Send Estimate" button to finalize and dispatch your estimate to the client.
3. Deleting an Invoice
To remove an invoice from the system:
Click the trash icon next to the invoice in the dashboard.
Alternatively, access the delete option from the Invoice Detail interface by clicking the eye icon, and selecting the three dots icon next to the "Send Invoice" option.
A confirmation prompt will appear.
Click to confirm your decision.
Deleting an invoice is a permanent action and cannot be undone. Ensure you want to remove the invoice before confirming.
4. Invoice Search
The Invoice Dashboard offers search and filter functionalities to help you manage your invoices efficiently:
4.1. Quick Search:
Use the search bar to quickly find a specific invoice or related job by name.
4.2. Advanced Filtering:
In the filter section, you can select from various status options to refine your search: Draft, Sent, Viewed, Paid
To clear all filters at once, press the "Reset Filter" option.
These features allow for easy navigation and management of your invoices, especially when dealing with multiple clients or a large number of invoices in various stages of completion.