Key: A

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 Invoice Column List

No.: Invoice Number

Company: Jobs based on location or business.

Client: Client Name

Amount (ex GST): Total Amount excluding GST fee

Invoices Interest: Accrued interest to the Invoice

GST: 10% tax on total amount

Edit GST:  In the case of international business, such as operations in the USA, CrewCard has the option to edit the GST to a number other than the fixed Australian rate. This can be done when accessing an invoice, where a tick box can be selected to either an entered amount, OR percentage. If the tick box is not selected, the default 10% will be applied.

Merchant Fee: Transaction fees applied to the total amount including GST fee whenever customer uses a credit card purchase from the system.

Bank Fee: Transaction fees applied to the total amount including GST fee whenever customer uses the debit card/ account when purchase from the system.

Total (inc GST and Fee):Total amount including the GST fee, merchant fee or bank fee.

Outstanding/Payment: Entered Amount paid via EFT and date of payment

History: Payment history 

When payment history icon is clicked you would be able to view the Payment History:

History for EFT Payment, Admin can delete this record when the delete link is clicked.

History for Stripe Payment, This will allow to view the payment details such as what preferred method and IP address used to make the payment.

Date Sent: Date invoice was sent

Date Paid: Payment date

Paid By: It will show the record of the last digits of the card number and the IP address of the user who paid the invoice

Date Locked: Date when the invoice is locked

12.2.3 “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. 

12.2.4 Part Payment towards Invoice

If part payment is received via Electronic Fund Transfer 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

12.2.5 Add Invoice Payment Date

You can add a date when an invoice was paid via Electronic Fund Transfer, enter date in the date paid column, click Add.

12.2.6 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.

12.2.7 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 

12.2.8 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.

12.2.9 Email Statement Reminder 

Email Statement Reminder allows you to keep users up to date and give them a heads up so they don’t miss the next invoice payment date.

To begin, go to General Settings, then select Invoices & Quotes, and finally go to Settings 109. Email Statement Reminder – Invoice Page. 

Enter the day following the Payment Terms and the time the client should receive the Email Statement Reminder. When finished, click the save button.

This is an example of how the Email Statement Reminder will appear to the client.

Keep in mind that when the settings are set to Reminder 3, the client will receive up to three Email Statement Reminders.