Invoices
Workplace in the CRM:
Active accounts, select account to invoice.
At the top of the screen, next to Client Name is a downward carrot,
click on this and then navigate to the right until you find Invoices.
Click on invoices.
Middle left side, select “Add New Invoice.”
Fields to fill out:
-Then select save in the upper left corner (this will prompt the
creation of the invoice ID).
Next, at the top of the screen, next to Invoice Name is a downward
carrot, click on this and then click on Products.
Then, in the middle left select “Add New Invoice Product.”
Under General:
Under Pricing:
Save and Close the product.
Next, save the invoice.
Dashboard:
Open Clarity Dashboard, invoices, view invoices, and then select invoice
list.
Invoices are shown in order by date of creation with newest at the
bottom of the list.
Scroll to the bottom of the list to find the created invoice and right
click on “Print Alt. Invoice,” and select “Save Link as…”. You can also
search by client name (faster)
Change the name of the invoice to the Client Initials (you can reference
this in the CRM, or by their EP initials) and then keep the 4 digit
number that’s posted in the title (ex: ABC_0001.pdf).
Then save to the “ I ” folder.
\\10.10.30.81\Projects\Clarity\ClarityDocuments.com\Live\Web_v01_001\I
To review that your invoice has saved correctly use the following URL:
http:http://cvilnk.com/i/(insert invoice title).
Example: http://www.cvilnk.com/i/abc_001.pdf
Take the web address for the invoice and save into the “Invoice Web
Address Field” in you invoice record in the CRM.
Post the link in the All Things Invoicing for review/approval prior to
sending.
Once you have approval, post an invoice notice to the client in basecamp
and be sure to include the invoice link.
Example Email Below:
Hello Client,\\ \\ I hope that you are having a great day. I wanted
to send over a quick update on the project hours. As of this morning we
show to have ~ hours available. In order to ensure that the team
continues to work at the current pace I have prepared the next project
invoice, please see the link below:
Invoice Link Goes Here:
Please reply to this note confirming receipt of the invoice. Let me know
if you have any questions or if I can be of additional assistance in the
meantime.
Thank you,
In the CRM Invoice, update the following fields:
Invoice Sent On, Invoice Sent, Invoice Sent Via, Last Communication
Date, and Notes and then save the record.
Click "Send Invoice Now" if you want to send via CRM as well.
Save record and close.
Invoice confirmation from the client should happen within 2 business
days of posting the invoice. If we have not received a client
confirmation at that point then please post a note in basecamp or reply
all to the invoice email to request a confirmation that they have
received the invoice.
Payment (or a note from the client with an expected date of payment)
should be received within 4-5 business days from the date of invoice
confirmation. If we have not received a status update from the client
within that time frame, then post a note in basecamp, or reply all to
the invoice email requesting a status update for invoice
processing/expected date of payment.
If follow-up occurs, update the following fields in the Invoice view:
Client Received (mark yes), Last Communication Date, and Notes.
Once payment has been received and confirmed in Deal Struck, open the
invoice up in the CRM and mark the following fields:
Under Workflow:
Under General:
Select the “Save & Close” button in the lower, right corner.