1. From the Merchant Dashboard, click the drop-down menu in the upper left, and select Virtual Terminal

2. From the pop-out menu on the left, Select on Invoicing

3. Select Create Invoice on the right side of the screen

Create Invoice

1. From the Create Invoice screen, input the following information into the required fields:

• Bill to

  • Search by customer’s name or email, or add a new customer account

• Invoice Details

  • Invoice Title (optional)

  • Custom Invoice ID (optional)

  • Invoice message

Line Items

1. To add line items with product or service details, select Add Line Item

2. Input the Line Item details in the required fields:

• Item Name

• Price (Per Item)

• Quantity

• SKU (optional)

• Taxable (select the check box if desired)

• Additional note for customer, i.e., further item/service description (optional)

3. Select Add

4. Additional line items may be added as needed

Discounts

1. To add any applicable discounts, select Add Discount

2. From the Edit Discount pop-out menu, input the following information into the fields:

• Discount Name

• Select dollar ( $ ) or percentage ( % ) discount by clicking on the required icon

• Input the discount amount

• Click Update

3. The invoice will display all Line Items, any applicable taxes/fees/discounts, and the total invoice due.

Payment Schedule

1. To select a due date, locate the Invoice Balance section and select the right arrow button (>) on the right side of the screen

2. From the Invoice Balance Due pop-out menu, select a due date from the following options:

• Immediately

• 7 days

• 15 days

• 30 days

• End of the Month

• Custom (select a specific date on a calendar)

3. Select Update to save the due date

Deposit

1. If a customer deposit is required, toggle on Request Initial Deposit

2. To set a deposit amount, navigate to the Deposit section, select the right arrow button (>) on the right side of the screen

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:

• Immediately

• 7 days

• 15 days

• 30 days

• End of the Month

• Custom (select a specific date on a calendar)

6. Click Save

7. Click Update to apply to the deposit amount and due date to the invoice

Invoice Options

Send Invoice

1. To choose a date to send the invoice, navigate to the Send Invoice section and select the right arrow button (>)

2. Choose from the following options:

• Immediately

• 7 days

• 15 days

• 30 days

• End of the Month

• Custom (select a specific date on a calendar)

3. Select Update

Send Reminders

1. To send reminders, check the Send Reminders checkbox

2. To adjust reminders, select Edit

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:

• Days before due date

• On due date

• Days after due date

5. Select Update

Request Shipping Address

1. To request a shipping address from the customer, check the Request Shipping Address box

Terms and Conditions

1. Input any desired terms and conditions in the empty field

Attachments

1. Attach any desired files by selecting Add Attachment

2. Preview the invoice or save as a draft if desired

3. Select Send to send the new invoice

Sort By Invoice Status

1. To search/sort through the Invoice list is by clicking on the Filter drop down menu.

2. Select from the following options:

   • All

   • Draft

   • Overdue

   • Unpaid

   • Paid

   • Scheduled

   • Undelivered

   • Archived

Sort by Date Range

To search by specific date ranges, click on the Time drop-down menu.

1. Select one of the following:

   • All Time

   • This Week

   • This Month

   • Last Month

   • Last Year
     
     
     
     

2. From a specific date → To a specific date

   • Select the desired start and end dates on calendar display

Sort by Column Heading

To sort the Invoice list by Column Headings

1. Click the desired column heading to sort alphabetically or numerically:

   • Date

   • Customer

   • Invoice ID

   • Title

   • Amount

   • Status

1. Select the desired invoice from the Invoice List to view following the invoice information:

   • Invoice number

   • Invoice total

   • Deposit due date, total, and status

   • Balance due date, total, and status

   • Send Reminder button

   • Add Payment button

   • Bill To details

   • Recent Activity

   • Invoice Details

   • Shipping Information

Action

Display

Send a Reminder

1. From the desired invoice details, click Send Reminder

2. The pop-up Send Reminder window will display.

3. Input a reminder message for your customer in the field. message to customer (optional)

4. Select Send

Add a Payment

1. From the desired invoice details, select Add Payment

2. Select the desired invoice from the Invoice List to and select from the the following payment options:

   • Pay Deposit (if one exists)

   • Pay in Full

   • Custom amount

     • Enter the amount into the required field

3. Add a note for the customer in the empty field (optional)

4. To accept a credit card payment, select Manually enter card information

5. To accept cash, check, or payment through a SpotOn POS device, select Record payment received and indicate the method chosen

   • Cash

   • Check

   • SpotOn Point of Sale

6. Email the receipt to the customer by checking the Email Receipt checkbox

7. Click Submit Payment

Void an Invoice

1. From the desired invoice details, select the … button on the top right corner of the screen

2. From the down-down menu, select Void Invoice

3. A pop-up confirmation screen will appear that displays the following message:

4. Click Void Invoice to continue voiding the invoice. Select Cancel to stop the voiding process

5. A green success message will display in the lower left corner of the screen upon completion

1. From the Invoice screen, select … in the upper right hand corner of the screen

2. From the drop-down menu, select Invoice Settings

3. The Invoicing Defaults menu will display

Reminders

Default 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.

1. Click Reminders to edit

2. Toggle Auto-Schedule payment reminders for invoice On/Off to preference

3. Click + Add Reminder to add a new reminder default

4. Click the blank new reminder and choose:

   • Days before due date

   • On due date

   • Days after due date

5. 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)

6. Click on the … to the right of a reminder to Add Message or Remove Reminder

7. Click Update when done

Logo

1. Upload a logo by selecting the Upload button and selecting an image file on a computer or mobile device

2. Turn the toggle on or off to show the image on printed invoices

Brand Colors

1. Enter or select a custom hex color to match the company’s brand colors.

Invoice Template

1. Input the following required fields:

• Invoice Title

• Message

• Terms & Conditions

Invoice Details

1. Turn the toggle on/off to display/hide the business name under the company logo

Item Details

1. Turn the toggles on/off to display/hide SKU or Description information

Business Information

1. Turn the toggles on/off to display/hide the email and phone number for the business

Attachments

1. To add additional photos or documents to the invoice, select +Add Attachment

Other Defaults

1. Set the Send Invoice frequency by clicking the Send Invoice drop-down menu and choose from the following options:

• Immediately

• in 7 days

• in 15 days

• in 30 days

• Invoice total

2. Set the Invoice Due frequency by clicking the Invoice Due drop-down menu and choose from the following options:

• Upon Receipt

• 7 days from the send date

• 15 days from the send date

• 30 days from the send date

3, Toggle on/off Request a shipping address as desired

Request a Shipping Address

1. Turn the toggle on to request shipping addresses from customers

Invoice Reminders

1. Turn the toggle on to send payment reminders to customers

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:

• Days before the due date

• Days after the due date

• On due date

5. Input a reminder message to your customer (optional)

Mobile Preview

1. The Invoicing Defaults screen automatically displays preview of the mobile invoice on the right side of the screen

Printed View Preview

1. From the Invoicing Defaults screen, select the Printed View tab on the right

2. A Printed Preview pop-up window will display for review

3. Select the X on the top right corner of the window to exit the printed view preview

1. From the Invoice screen, select … button on the upper right hand corner of the screen

2. From the drop-down menu, select Invoice Settings

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):

• Sent: Get a copy of the invoice you sent

• Viewed: Customer views an invoice

• Updated: You updated an invoice

• Overdue: Invoice is overdue

• Canceled: Invoice was canceled

• Reminder Set: You set a reminder

• Paid: Invoice was paid by customer