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Invoicing
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Knowledgebase Invoicing

Recurring Invoices

Invoice Definitions

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Introduction to Invoicing

  The Invoicing section allows you to create, manage, and send invoices to clients, helping to streamline billing for services and products. When creating a new invoice, you can select terms and apply a custom theme, ensuring the invoice aligns with your company’s standards. Each invoice includes key details like the issue date, due date, and client information, providing clarity for both your team and the client. Within the invoice interface, you can add services, products, or discounts and rearrange items as needed to fit the client’s requirements. The summary section automatically calculates subtotals, tax, and the total amount due, making it easy to track expected payments. With options to print and perform other actions, managing and sending invoices becomes an efficient, professional...

Creating Invoices

  Creating Invoices in Suprata is a straightforward process that allows you to generate accurate billing documents directly from jobs, agreements, or subscriptions. You can add specific products and services, choose invoice terms, and select theme. For items with inventory tracking, you’ll need to select a warehouse to ensure accurate stock management, with the option to modify inventory sources if adjustments are needed. Once finalized, invoices can be locked, making them ready for client payment and tracking. This process ensures that invoices are organized, accurate, and aligned with your operational needs.     Prerequisites: Authorised Users.     Instructions     There are numerous routes into creating invoices, including Open

Locking and Sending Invoices

  Locking and Sending Invoices is an essential step to finalize billing and initiate client payment. In order to send an invoice, it must first be locked, marking it as ready for payment and ensuring that it cannot be modified unless reopened by an authorized user. Once locked, the invoice can be sent to the client via email or SMS, providing them with an official record of the charges and payment terms. This process ensures accuracy, secures the invoice for payment, and facilitates efficient client communication.     Prerequisites: Account owners and those with Administrator Access. Instructions     From the Invoice page, click the Invoice Actions button in the top right of the page.

Closing Invoices (Processing Payments)

  The Closing Invoices process finalizes the payment cycle for services rendered, marking the invoice as paid and completing the transaction. Customers can pay invoices remotely through links sent via email or SMS, or payment can be processed internally by authorized users. Once payment is received, either automatically or manually, the invoice can be closed to indicate completion. Closing the invoice also triggers margin calculation, providing insight into profitability, which can be viewed on both the invoice itself and the Job page. This process ensures that records are updated, with closed invoices appearing in the Estimates & Invoices section on the Job page.     Prerequisites: Authorised Users.     Instructions    

Editing or Deleting Items from Invoice

  Editing or Deleting Items from Invoice allows users to make adjustments to invoices, such as adding, modifying, or removing items. If the invoice is locked, an administrative user must first unlock it to enable editing. Once unlocked, users can add new items, edit existing ones, or delete items directly within the invoice. This ensures that any necessary changes can be made before finalizing the invoice. This functionality provides flexibility in managing invoice content while maintaining control over final invoicing.     Prerequisites: Authorised Users.     Instructions     If t

Adding Discounts

  You have the flexibility to apply discounts to either specific products or the entire invoice, providing customizable options for client billing. When adding a discount to a product, it applies pre-tax, meaning the discount is subtracted before tax calculations on that particular item. This is ideal for reducing the price of a specific service or item on the invoice. Alternatively, when applying a discount to the entire invoice, the discount is calculated post-line-item tax, affecting the overall total after all individual taxes are applied. These options allow for tailored discount strategies that can align with client agreements or special offers, ensuring clarity in the final invoice amount. Both methods for applying discounts are laid out below.     Prerequisites: Authorised Users. ...

Margin Calculation

  The Margin Calculation feature allows users to assess the profitability of a completed invoice by calculating the cost-to-revenue margin. This calculation, which occurs after the invoice is closed, provides insights into the estimated costs, revenue, and net profit, displayed as a percentage. This margin data can be viewed both on the invoice and on the Job Page, giving a clear understanding of the financial outcome of each job or service. By tracking margin performance, businesses can make informed decisions, adjust pricing strategies, and improve resource allocation for better profitability across projects.     Prerequisites: Authorised Users.     Instructions  

Tracking and Managing Invoices

  Tracking and managing invoices allows users to monitor and update the status of invoices across multiple areas of the platform. Whether it's tracking individual invoices for a specific customer, reviewing payment histories on job pages, or gaining a comprehensive overview of outstanding and past due invoices through the dashboard, this functionality ensures efficient invoice management. Users can also leverage reporting tools to sort, search, and analyze invoices for streamlined financial oversight. By centralizing invoice tracking and management, this feature helps maintain transparency, ensures timely payments, and keeps accounts organized for smooth business operations. There are multiple ways to track and manage invoices, From The Job Page, From The Customer Account Page, From The Da...