Creating and Managing Invoices

Creating and Managing Invoices

Create an Invoice (Single Jobs)

To create an invoice from the job, go to the “All Jobs Board” tab, filter by Awaiting Payment then select the required job.


Here you can add a miscellaneous charge if required (see accounts ‘ Adding a Miscellaneous Charge').
If the job is ready to be invoiced, click the ‘Invoice’ button at the top right.



Create an Invoice (Multi Jobs)

The easiest way to invoice multiple jobs is through the Accounts > Manage Invoices screen.
Go to the drop down menu next to the Invoices header and choose Awaiting Invoices.


When the screen opens, some entries may appear greyed out.

These are ‘pending’ job invoices for jobs whose status has not been set to ‘Finished Production’. These invoices can be selected and processed.

As soon as you select a job using the checkboxes at the left it greys out any jobs awaiting invoice that don’t belong to that client account.
In the screen shot below you can group a customer for easiness of use.
Three jobs are selected which is reflected in the counter next to the Invoice button to show how many jobs you will be invoicing.



Alternatively, from the main Invoices screen click the New Invoice or New Credit Note to create a new one and add your jobs to it.


Once the invoice is created you have the following options:
  1. Add an additional line to the invoice
  2. Delete lines 
  3. Add additional jobs to that invoice
  4. Save it as a draft 
  5. Approve the invoice.

Adding additional jobs to Invoice.

In this example we will add additional jobs to the invoice and approve.
Click Invoice you want to add Additional jobs to.


Click add jobs.


When you choose to add jobs to the invoice, you will see a list of other jobs in IQ only for that particular customer.
Click the checkboxes to choose which jobs to add:


The invoice will now show the additional jobs. Click ‘Approve Invoice’ once the invoice is finished.


Export, Send or Print Invoice

Once you have approved the invoice you will now see a line of icons at the top right of the screen.


  1. PDF Site: Allows you to choose the invoice template from multiple sites if you have them.
  2. Export: This will export the invoice out to your accounting package. 
    You will receive an export success or failure message when exporting the invoice to your accounting package.
  3. Print: This will give you a PDF of the invoice that you can then print out.
  4. Email: Allows you to enter the client’s details so an email can be sent directly to them.

Select from pre-populated customers or create a new customer contact on the fly. 
Additionally, you can choose to email yourself, include a payment link or add an additional message for the email. 

The client will receive an email containing their invoice.
The subject and body will come from your Invoice Template setup and if you enter any message (see previous screenshot) it will appear as the first line of the email body in bold.



Email sample, a PDF of the invoice will be attached for client to view.


Manage Invoice

Invoices and Credit Notes are managed from Accounts > Manage Invoices. 
Any invoices created from jobs will show.


You can choose to view all invoices or filter invoices based on their status: 
Draft, Approved, Sent, Exported, Internally Invoiced, and Voided by clicking the green filter button for the option you would like to view.



Clicking on the magnifying glass next to the INV number will bring up the Create Credit option.


Clicking on the Invoice number in (see screenshot above) will open the invoice details (screenshot below).



Notes
You will not have the + Add Jobs and + New Line options shown at right if your Invoice has been sent.


Add Jobs to send invoice

To add Jobs to a sent invoice, create a draft copy of your sent invoice first via the drop-down menu at right, see below.




More Invoice Options

Further options can be accessed via the drop-down ‘hamburger’ menu at the right.


From this menu you can:
  1. Create a draft copy of the invoice 
  2. Create a credit note against the invoice (see credit note screenshots below)
  3. Exclude this invoice from overdue checks (this will apply if you have auto hold settings applied to overdue customer accounts)
  4. Mark as ‘Internally Invoiced’ if you do not need to export the invoice (this would be for things like counter sales)
  5. Apply a payment to the invoice (see payment option screenshots below) 
  6. View invoice history
You can Send Payment Link Via Invoices Board.




Create Credit Note

Choosing create credit note will open the following screen allowing you to create a credit note for the invoice, click approve credit note.



Once you’ve approved the credit note you will see a new invoice number for the same amount as your original invoice,
but the type will be ‘Sales Credit’ rather than invoice.



Month End Settings.

We have the ability to stop invoices being created to the previous month. 
Currently this is set to 'No Close Off' for you so therefore if people wanted to create an invoice for any previous month then this is possible. 
  1. If you let us know what you want that to be set to then please let us know and we can set it.
    It can be changed on a client by client setting on the Customer Details screen. 
  2. If you search for  Last day of the month to invoice the previous month 
  3. If you want it on say ' 5th day of the month'  for example then please let us know and we can change the back setting to default all clients to that.
    This will mean that on the 6th day of the new month they will not be able to create invoices for the previous months.

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