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Invoicing
Invoicing is a great tool for businesses that provide home or professional services, and need to itemize bills, or take deposits. Invoices are helpful for recording transactions with clients, as well as requesting timely payment from customers/clients. With SpotOn Virtual Terminal Invoicing you can send an invoice, with all the details of the sale to the customer’s email address, which leads directly to the Customer Payment Portal.
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For a video tutorial on how to use the Invoicing feature of SpotOn Terminal, click here |
Create a New Invoice
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Create Invoice | |||
This will display the New Invoice page, where the invoice can be tailored to the sale exactly.
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The Line Items section is where the product or service is added to the invoice. Click Add Line Item
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Line Items
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2. Input theLine Item details in the required fields:
Click Add Add any additional Line Items at this time3. Select Add 4. Additional line items may be added as needed | |||
Discounts
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2. From the Edit Discount pop-out menu, input the following information into the fields:
3. The invoice will display all Line Items, any applicable taxes/fees/discounts, and the Total total invoice due. | |||
In the Payment Scheduleand Options sections, the invoice
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2. From the Invoice Balance Due pop-out menu, select a due date from the following options:
Click Update
3. Select Update to save the due date | |||
Deposit
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3. From the Request Deposit pop-out screen, select dollar ( $ ) or percentage ( % ) discount by clicking on the required icon 4. Input the required deposit amount | |||
5. To set the due date, select the right arrow button (>) on the right of the the Due section and select from the following options:
6. Click Save 7. Click Update to apply to the deposit amount and due date to invoice.Click on the > in the Options section to select the Send Invoice date the invoice | |||
Invoice OptionsSend Invoice
3. Select Update | |||
Send Reminders
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3. From the Reminders pop-out menu, click Add Reminder | |||
4. Input the required interval number and use the drop-down menu to choose between the following reminder intervals:
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5. Select Update | |||
Request Shipping Address
Add any desired attachments with the + Add Attachment button Click Send | |||
Terms and Conditions
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Attachments
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2. Preview the invoice or save as a draft if desired 3. Select Send to send the new invoice |
Invoice List
The invoice list can be manipulated or sorted and filtered in numerous different ways, from date to invoice status of invoice.
Action | Display | One of the easiest ways to |
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Sort By Invoice Status
Sent (Last 7 Days)
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Sort by Date RangeTo search by specific date ranges, click on the Time drop-down menu.
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Sort by Column HeadingTo sort the Invoice list by the various columns: Column Headings
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View Invoice Details
When an invoice is selected from the Invoice List, there are options merchants can choose to send reminders to customers, make payments, view recent activity, print, resend, download invoices as PDF PDFs, or void an existing invoice.
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Invoicing Options
Action | Display | |||
Send a ReminderClick
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Add a PaymentClick
Input note (Optional)
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Void an InvoiceClick
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3. A popup will display “pop-up confirmation screen will appear that displays the following message: Void this invoice? An email will be sent to the customer letting them know thethis invoice is no longer valid? ”4. Click Void Invoice to confirm voidcontinue voiding the invoice. Select Cancel to stop the voiding process 5. A Success green success message will display in the lower left advising the invoice has been Voided and the invoice number Thecorner of the screen upon completion
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Invoicing Default Settings
The Invoice Invoicing Default Settings menu is where default settings and reminders are set up. You Merchants do not have the ability to change Taxes or Fees or add Customization, like logos and brand colors from Invoice Settings. Those must be changed in the Account & Settings section, however, Invoice Settings displays a link to the Account & Settings page for easy access to make those any desired changes.
Accessing Invoice Defaults Settings
Action | Display |
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Click
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Invoice DefaultsThese will be the default settings for all new invoices
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3. The Invoicing Defaults menu will display | |
RemindersDefault reminder settings can be created to automatically send reminders to the customer via email before and after a payment is due. Once an invoice has been paid, reminders will no longer be sent.
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Customer View
Feature
Example
Invoice Email
The customer invoice email will include:
Invoice Amount
Due dates
Payment Portal button
Customer details
Line Items
Customized message
Click Pay Invoice to access the customer Payment Portal for credit card payments
Payment Portal
When Pay Invoice is clicked from the invoice email it will take the customer to the Payment Portal
The amount due and due date will display
The customer will enter their card details and click Pay
Invoicing Defaults
The Invoicing Defaults menu is designed to set defaults for creating new invoices. Note that these settings can be overridden on individual invoices.
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Note: The Mobile preview of the invoice displays to the right by default as Invoice Defaults are set. |
Invoice Branding
Action | Display | ||
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Logo
2. Turn the toggle on or off to show the image on printed invoices | |||
Brand Colors
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Invoice Template
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Invoice Details
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Item Details
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Business Information
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Attachments
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Other Defaults
2. Set the Invoice Due frequency by clicking the Invoice Due drop-down menu and choose from the following options:
3, Toggle on/off Request a shipping address as desired | |||
Request a Shipping Address
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Invoice Reminders
2. To add a new reminder, select +Add Reminder 3. Input the desired number of days for the frequency rate in the empty field 4. Use the drop-down menu and select the desired frequency rate options:
5. Input a reminder message to your customer (optional) |
Mobile & Printed Invoice Preview
Action | Display |
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Mobile Preview
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Printed View Preview
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Invoicing Notifications
Merchants can set up invoicing notifications with a variety of automated email update settings to help monitor invoicing progress and outstanding customer balances with ease.
Action | Display |
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3. From the menu on the lefthand side of the screen, select Invoicing Notifications | |
4. Toggle on the Receive Email Notifications switch to 5. Choose from the following email notification options by selecting (or unselecting to remove a notification type) the corresponding check box(es):
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