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Quick Links
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.
Create New Invoice
Action | Display |
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From the Merchant Dashboard, click the menu icon in the upper left (3 x 3 square icon), and select Terminal In the Menu bar on the left side of the screen, click on Invoicing Click Create Invoice
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This will display the New Invoice page, where the invoice can be tailored to the sale exactly. In the Bill To section, search for existing customers or click Create New Customer Account to Add Customer In the Invoice Details section, input a Title for the invoice (optional), i.e., the service or product provided Input Custom Invoice ID if applicable (optional) In the Message section, a “Thank you” message can be customized to the client or customer
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The Line Items section is where the product or service is added to the invoice. Click Add Line Item Input the Line Item details: Item Name Price (Per Item) Quantity SKU (optional) Taxable (check box if so) Additional note for customer, i.e., further item/service description (optional)
Click Add To add any applicable Discounts, click Add Discount
The invoice will display all Line Items, any applicable taxes/fees/discounts, and the Total due. | |
In the Payment Schedule and Options sections, the invoice due date, any deposits required, when to send the invoice, and reminders can be set. Click on the > in the Payment Schedule to select the Due Date Immediately 7 days 15 days 30 days End of the Month Custom
Click Update If a Deposit is required, toggle on Request Initial Deposit. Select Amount or Percentage, and input the amount. Set the date the deposit is due. Click Update to apply to invoice. Click on the > in the Options section to select the Send Invoice date To send Reminders, tick the Send Reminders checkbox To request a shipping address from the customer, tick the Request Shipping Address box Add any desired attachments with the + Add Attachment button Click Send
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Invoice List
The invoice list can be manipulated or filtered numerous different ways from date to status of invoice.
Action | Display |
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One of the easiest ways to search/sort through the Invoice list is by clicking on the Filter drop down menu. In this menu you can select: All Sent (Last 7 Days) Draft Overdue Unpaid Paid Scheduled Undelivered Archived
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To search by specific date ranges, click on the Time drop down menu. Select one of the following: All Time This Week This Month Last Month Last Year
From a specific date → To a specific date
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To sort the Invoice list by the various columns: Click the desired column to sort alphabetically or numerically: Date Customer Invoice ID Title Amount Status
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View Invoice
When an invoice is selected from the Invoice List, there are options to send reminders, make payments, view recent activity, print, resend, download as PDF or void.
Action | Display |
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Select an invoice from the Invoice List to view options The following will display: Invoice ID Invoice Total Balance due, and Invoice Status Send Reminder button Add Payment button Bill To details Recent Activity Invoice Details Menu Options … in the upper right corner Send Invoice Duplicate Invoice Print Invoice Download PDF Void Invoice
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Options
Action | Display |
Send ReminderClick Send Reminder Input Message to customer (optional) Click Send
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Add PaymentClick Add Payment Select Pay in Full or Custom amount Input note (Optional) Select Manually enter card information to take card payment or Select Record payment received and indicate Cash Check SpotOn Point of Sale
Click Submit Payment
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Void InvoiceClick the … Menu Options in the upper right Select Void Invoice
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3. A popup will display “Void this invoice? An email will be sent to the customer letting them know the invoice is no longer valid?” 4. Click Void Invoice to confirm void 5. A Success message will display in the lower left advising the invoice has been Voided and the invoice number | |
Invoice Settings
The Invoice Settings is where default settings and reminders are set up. You 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 desired changes.
Action | Display |
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Click the … in the upper right hand corner of the Invoice list Select Invoice Settings
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Invoice DefaultsThese will be the default settings for all new invoices Click on Invoice Defaults to edit Input a Title (optional) Input a Message Select the Send Invoice default date Select the Invoice Due default date If you require shipping details, check the Request Shipping Address box Add any Terms & Conditions (optional) Click Save
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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. Click Reminders to edit Toggle Auto-Schedule payment reminders for invoice On/Off to preference Click + Add Reminder to add a new reminder default Click the blank new reminder and choose: Days before due date On due date Days after due date
Select the left column of the new reminder to set the days (before/after, or 0 if a reminder is to be sent on the Due Date) Click on the … to the right of a reminder to Add Message or Remove Reminder Click Update when done
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Customer View
Feature | Example |
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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
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Payment PortalWhen 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
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