Basic Invoicing

Our invoices have 3 sections which are highlighted in green.  Rate, Items/Services, Payments

1.  Rate: Allows you to enter the original charge for what your customer is purchasing. 

•      If you already have your rate pre-defined you can click on the drop-down menu next to Pre-Defined and choose the rate you want to give them.  If you do not have the rate pre-defined or if you want to give them a different rate you can manually enter a rate. 

•      In the text-box next to Description enter a small description of what you are selling your customer. 

•      Enter the amount you are selling in the text-box next to Qty. 

•      In the text-box next to Rate enter the cost of the item you are selling. 

•      The subtotal (Sub) text-box automatically fills in, which is Qty times Rate. 

•      Click on Update Rate.

2.  Make sure your price is correct

3.  Items/Services: Allows you to insert any extra fees you want to charge your customer. 

•      The format is the same as the Rate section.

•      Make sure you click on Add when you are done. 

4.  Payments: Allows you to enter in any payment you customer gives you.

•      In the text-box next to Payment Date enter the date you received a payment, you can also click on the date picker which will bring up a calendar and you can click on a date.

•      Next to Payment Amt (amount) enter the amount of money your customer is giving you.

•      In the text-box next to Memo you can enter anything you want to remind you what the payment is for.

•      Click on the drop-down menu next to Method and select how your customer is paying you.  If you are being paid by credit card, chose credit card (processed) if you use EZFacility to process your credit cards (the money will be charged to your customers card automatically), choose credit card (external) if you use a different system to process your credit cards.  Keep in mind that if you use a system other than EZFacility for your credit card processing you will need to run the payment there also or you will not get your money. 

•      Click on Submit Payment. 

•  A list of all submitted payments will appear below.

•  To delete a payment, click on the red X next to the payment you want to delete.

•  Deleting a payment only deletes it from the invoice.  If you delete a Credit Card (PROCESSED) payment, the money is still charged to the customer’s credit card.  Instead of deleting the payment process a refund which will credit the money back to the customer’s card.  See Issuing a Refund.

•  Deleted payments will appear in the Deposit Report under Voided Payments.

5.  Click on Review and Save which is towards the top.

6.  Make sure the invoice is correct.

7.  On the right you will have the ability to change the Invoice Date.  You can also use the drop-down menu under Terms to set the due date to the next 15, 30, or 60 days.  You can also manually change the due date using the text-box under Due Date.

8.  Towards the bottom you have the option to print your invoice by clicking on Print Invoice or print a receipt by clicking on Print Receipt.

9.  You can also email the invoice to your customer by clicking on the check box next to Email Invoice.  Make sure the email address that appears in the text-box next to Email Invoice is correct.

10. Click on Save and Finish.