CrewCard can send invoices to clients, when an invoice is create for a client it will then appear on the invoice page. When an invoice has been paid by the client, then the invoice can be “Locked”. You can search by locked & unlocked invoices every time a search is done the total amount of invoices will be shown on the bottom right of the search box.
12.2.1 Advanced Invoice Search
Advanced search can be done by the search bar. The totals of invoiced amount is shown on the right hand side of this bar where it says “Search Invoice Total“.
No.: Search by invoice number
Client Name: Search by client name
Date From, Date To: Search by date
Outstanding and Open Invoices: When selected any search you make will only come up with outstanding and open invoices
Deleted Invoices: Will only show deleted invoices
Show Only Selected Invoices: Search only tick box invoices
Show Client Totals: Group by client
Show Date Paid Invoices: Show paid invoices
Show Date Locked Invoices: Show locked invoices
Show Disabled Invoices: Show disabled invoices
12.2.2 “Select an Action” drop down list
To apply interest, please see guide 10.1.1.
Apply Interest: To apply interest to any outstanding invoices, tick the box for one more invoices, click action and select “Apply Interest” from the list. This will add accrued interest to the selected invoice(s). They can now be sent to clients. Or, simply click “apply interest” in the middle section of each invoice line.
Email Statement: This can be done for one or more this will email the invoice to the account contact for that client. However, you can select another contact
Email Statement with Attached PDF: This can be done for one or more this will email the invoice to the account contact for that client with attach Email Invoice Statement.
Print Invoices: Print one or more invoices depending how many are selected.
Lock Invoices: When locking invoices mean no changes will be done. Lock invoices usually mean it has been paid.
Unlock Invoices: The invoice is still outstanding.
12.2.3 Part Payment towards Invoice
If part payment is received enter the amount and date in the ‘outstanding / payment’ column. To view history, click on ‘History’ Icon will provide a history of payments. This will be updated on the invoice, statement and clients notes.
To customize your own template for Email invoice for part payment to clients:— please see 10.2.14 Invoice and Quotes
12.2.4 Disable Invoice
You can disable an invoice by clicking the disable invoice button, confirm action:
A window will appear to confirm ” Click OK to disable the Invoice” Click Ok to disable else click Cancel button.
12.2.5 Add Invoice Payment Date
You can add a date when an invoice was paid, enter date in the date paid column, click Add.
12.2.6 Updating Invoices
There are two ways to access the invoice update page. One is through the jobs page discussed earlier in guide 3.0 Home Page, and the invoices page using the eye icon.
The following page will open:
On this page, you can add a Management Tax & Merchant Fee to the invoice. Before updating the invoice, the user has the ability to change the date on the invoice if needed, if they do not wish to edit the date the field will have the original date in it.
To create a Management Tax and Merchant Fee, please read guide 10.1.1 Accounts Details (for Invoices).
To customise your own template for Email invoices to clients:— please see 10.2.14 Invoice and Quotes
12.2.7 Unpaid Invoices
We recommend using the Email Statement when sending Unpaid Invoices only. In the Invoice Page, Select the Unpaid Invoice(s).
Click the Select an Action and Select Email Statement.
This will direct you to Email Invoice Statement page. Select who you want to receive the Email Statement and click Send Statement.
The client will receive an email with the outstanding amount or unpaid invoice/s that needs to be settled.