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In CRM, click "Add new invoice."
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Name: Initial Project Invoice - Block of [#] hours.
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Customer: Client name.
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Related project: Project acronym.
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Price list: Reference the email from Sales / Account Management.
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Charge sales tax: Only to clients in the state of TX.
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Enter the date(s) for Invoice Prepared on and Invoice Sent On.
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InvoiceSent: Yes.
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Invoice sent via: Direct email to client.
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Save the invoice.
We do not make a project Basecamp or add them to EasyProject until the invoice is paid.
Next an Invoice Product is made.
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Select Product: Write in.
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Write in product:
- Personal preference but the video shows Kristin doing Front End hours 1st.
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Price per unit: Reference the email from Sales / Account Management.
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Quantity (the number of hours): Reference the email from Sales / Account Management.
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Sales tax:
- This will auto-populate. If the client is not in the state of TX, delete it.
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Save and close.
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Repeat steps 12 - 17 for any and all remaining products in the invoice. I.E. Back end hours.
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Once all invoice products are created, cross reference, the email from Sales / Account Management, the invoice and the products to make sure they all match.Now go to the Clarity Dashboard > Invoices > View Invoices > Invoice ListThis is going to show all of the open invoices.1) Click the arrow in the Invoice ID column to bring the newest invoice you just created to the top.
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Click Generate and Save Invoice to CRM.
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The invoice ID will display such as: INV-05764-F5X6. The number that we need is in between the dashes, 5764. This is how the system recognizes the invoice to generate the link we need.
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The link will always appear like: cvilnk.com/i/[client acronym]_[invoice ID #].pdf
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Copy the pdf link and go to your outlook email.
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Email the client and CC Sales / Account Management (usually Philip) who has already prepped the client that the invoice will be arriving via email.
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Reply ALL to the New Client Handoff email.
- Confirm the account in CRM is set up and the initial invoice has been sent.
- Have DO (or BM if DO is OOO) confirm which PM will be in charge of this project. DO may delegate this task out to Pod leaders.
- The video states CR but this process was changed 8/2021.| Topic | Summary | Presenter | Duration | Tags | Certification Quiz | Captions |
| -------------------------------------- | --------------------------------------------------------------------------------------------------------------- | -------------- | -------- | ------------------------------------------------------------------------------- | ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- |
| Creating an Initial Invoice in the CRM | Part II of the "New Client Handoff" series; Kristin walks through creating an initial invoice for a new client. | Kristin Wagner | 5:54 | #ClarityAdmin, #CRMTraining, #TrainingVideo, #InitialInvoice, #NewClientHandoff | N/A | Creating Initial Invoice_AutoGeneratedCaption.txt |00:00:11.080 --> 00:00:14.410 - So now that we've created the project you were going 00:00:14.410 --> 00:00:17.074 - to go over and create the initial invoice. 00:00:21.230 --> 00:00:25.486 - So you can see here Phillip has so kindly listed it all out for 00:00:25.486 --> 00:00:27.310 - me to make it pretty easy. 00:00:29.170 --> 00:00:31.780 - Very total invoice of 35 hours. 00:00:33.040 --> 00:00:34.150 - I new Embry. 00:00:45.590 --> 00:00:48.490 - Related project, I'm going to type in the name, it 00:00:48.490 --> 00:00:49.650 - should pop up here. 00:00:52.520 --> 00:00:53.320 - List. 00:00:54.620 --> 00:00:58.377 - If they are in the state of Texas, this is where I would 00:00:58.377 --> 00:01:00.111 - mark that we charge sales tax. 00:01:01.150 --> 00:01:01.640 - OK. 00:01:03.070 --> 00:01:06.922 - Here today I'm also sending it. Today I'll go ahead and check 00:01:06.922 --> 00:01:10.774 - that it's been sent and this one since it's the initial and 00:01:10.774 --> 00:01:14.626 - there's no base camp created yet. I will directly email it to 00:01:14.626 --> 00:01:18.478 - the client. We do not create base camp or easy projects until 00:01:18.478 --> 00:01:20.083 - the client pays their initial 00:01:20.083 --> 00:01:25.786 - invoice. Since they are paid in advance, so now I'm going to be 00:01:25.786 --> 00:01:27.258 - creating the invoice products. 00:01:28.070 --> 00:01:31.390 - Personal preference, I always do front and hours first, just 00:01:31.390 --> 00:01:35.042 - since they are the least expensive. I think it makes it 00:01:35.042 --> 00:01:39.026 - look tidy. Here you can see that it auto populates the tax 00:01:39.026 --> 00:01:42.014 - if they're not Mr Texas. You just remove that. 00:01:45.130 --> 00:01:47.174 - So I'm gonna add a new invoice 00:01:47.174 --> 00:01:52.472 - product. For the back end, you always hit the right in, so you 00:01:52.472 --> 00:01:54.277 - can write in the product. 00:01:57.170 --> 00:02:01.598 - The reason we do that is because I'm some clients and invoices 00:02:01.598 --> 00:02:05.657 - reflect different our balance or hourly cost amounts. So now I 00:02:05.657 --> 00:02:09.347 - have the front end towers in the back and hours. 00:02:10.620 --> 00:02:13.392 - Think about it back and just double Check all 00:02:13.392 --> 00:02:14.624 - of my information here. 00:02:18.010 --> 00:02:24.086 - OK, so now I'm going to make this bigger and it go over to 00:02:24.086 --> 00:02:27.992 - the clarity dashboard. I'm going to invoices, view invoices. 00:02:31.190 --> 00:02:34.838 - Invoice list does this mean I show all of the open invoices 00:02:34.838 --> 00:02:38.486 - so when it refreshes here I just hit this arrow so it 00:02:38.486 --> 00:02:39.702 - shows the most recent. 00:02:41.220 --> 00:02:44.090 - Generate and save invoice to CR M. 00:02:46.010 --> 00:02:51.422 - The anticipation is going to just, you know. OK, so the last 00:02:51.422 --> 00:02:57.285 - four or the four numbers here or how the system recognizes it to 00:02:57.285 --> 00:02:59.089 - generate the link SO5764. 00:03:01.020 --> 00:03:07.793 - It is always CVILN k.com/i slash and then it's going to be at 00:03:07.793 --> 00:03:09.877 - the three letters underscore. 00:03:10.470 --> 00:03:12.880 - Thefournumbers.pdf 00:03:14.630 --> 00:03:16.290 - Here is your invoice. 00:03:17.100 --> 00:03:17.910 - Perfect. 00:03:18.940 --> 00:03:20.800 - I'm going to copy it. 00:03:21.820 --> 00:03:23.629 - Go down to. 00:03:27.020 --> 00:03:27.680 - Hum. 00:03:41.880 --> 00:03:43.620 - Pretty standard messaging. 00:04:01.360 --> 00:04:03.248 - There's a type Kristen. 00:04:06.690 --> 00:04:10.227 - OK, so pretty quick and painless because the sales 00:04:10.227 --> 00:04:14.157 - individual which is 99.9% of the time Phillip has already 00:04:14.157 --> 00:04:18.480 - prepped the client and they are awaiting my email with the 00:04:18.480 --> 00:04:23.982 - invoice. So one thing that I like to do before I send if I 00:04:23.982 --> 00:04:27.519 - go to the new client, hands-off, just taking one 00:04:27.519 --> 00:04:28.698 - more quick scan. 00:04:31.070 --> 00:04:33.990 - There are no special instructions. Um, include PayPal 00:04:33.990 --> 00:04:38.005 - options. Some of our clients prefer to pay via card, so 00:04:38.005 --> 00:04:42.020 - sometimes Phillip will notify need to include it. If I do 00:04:42.020 --> 00:04:46.765 - that, I always add a note to my email that they'll be receiving 00:04:46.765 --> 00:04:50.780 - a separate email through PayPal, but it's not needed at this 00:04:50.780 --> 00:04:54.850 - time. So I'm going to go back to my initial project 00:04:54.850 --> 00:04:58.260 - invoice email. I'm going to go ahead and send that away, 00:04:58.260 --> 00:05:01.980 - but I'm going to reply all to the new client hand of.-. 00:05:06.200 --> 00:05:12.297 - Irming at that I had set up the account in Serum and sent 00:05:12.297 --> 00:05:13.704 - the initial invoice. 00:05:15.440 --> 00:05:17.468 - Gonna ask Chris Roddick. 00:05:24.520 --> 00:05:28.804 - Who this project would be best suited for ipon payment? So I'm 00:05:28.804 --> 00:05:33.445 - going to go ahead and see, see Daniel or the manager of the 00:05:33.445 --> 00:05:37.015 - project management team, just to help provide oversight. This way 00:05:37.015 --> 00:05:41.656 - we can kind of get them into Q and to the planning process 00:05:41.656 --> 00:05:44.869 - without without actually having the project manager spend time 00:05:44.869 --> 00:05:48.082 - creating accounts. Just since we haven't received the payment. 00:05:49.460 --> 00:05:50.180 - Got it. 00:05:51.750 --> 00:05:52.220 - Mom. 00:05:53.290 --> 00:05:54.238 - And we're all done.