Invoicing Overview

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    Christina Culver

    I may be missing this...but is there a way to invoice automatically under attribute management along with the expiration notices we send out? 

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    Grant Sheehan

    Very nice! Looking forward to getting into it...Solves a lot of issues for us..

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    Kinsey Mahan

    @Christina - That functionality hasn't been built out yet, but is absolutely on our radar with the updates we're currently making to the database and form modules. I did pass your feedback along to our product management team, and wanted to let you know that we do have an area specifically for invoicing feedback that goes straight to them, which you can access here.

    @Grant - Great to hear! Thanks for your positive feedback.

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    Susan Smith

    This is great for everyone that has the same price for an event, but with our membership how do you create up to 5 different prices for the same form.  Our membership is on a per producer in their office. This is great for the class that is a set price, but we also have classes that are member - non-member pricing.  How does this help us on those forms?

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    Kinsey Mahan

    Hi Sue - You can still have as many fields with pricing on the form as you like, and you won't need to alter your pricing scheme (member vs. non member, etc.) at all. Invoicing is just another payment option that will generate an invoice custom for each user based on the balance due. I hope that helps, but please let us know if you have questions!

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    Chris Kotting

    Is there any plan to have the capability to tie this invoicing system in with accounting software (i.e. QuickBooks) either via the QuickBooks API or by exporting the transactions in a way QuickBooks can import?

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    Leah Bregman

    Great upgrade! This will be extremely helpful. Two questions:

    Is it possible to create an invoice tied to a certain profile, but sent and billed to someone else?

    Also, can you create an un-attached invoice which isn't tied to a specific profile? 

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    Kinsey Mahan

    @Chris - Ad Hoc invoices can be tied to revenue accounts when created, which will add those transactions to the revenue account report. With forms, revenue is tied to fields, so as long as the field a user has selected is tied to a revenue account, the transaction will appear in the report even if Invoice Me is chosen as a payment option. I know updates are in progress to enhance QuickBooks export functionality, so check back in a week or so for additional details.

    @Leah - Thanks for the positive feedback! First, there is a workaround so that you can create an invoice and tie it to a profile, then send it (and bill it) to someone else. To do this, you would navigate to the member's profile with the invoice attached, then click on Message History. Clicking on the eyeball next to the "New Invoice" Message would take you a to a page where you could click on "Pay Now." That will show you the invoice itself, where you can copy the unique URL at the top of the page.

    For your second question, right now, there isn't a way to create an invoice that isn't attached to a profile. If you have a specific need tied to this request, please leave feedback for our product management team here.

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    Kim Legato

    Hi, I experimented with Invoices yesterday and think I understand the process. However our organization handles many different programs with different  cancellation and payment terms.  How best would you recommend we go about showing the specific cancel/payment terms of our different programs  when the invoice is generic such as this?   The invoice itself looks great but not sure the best way to handle our different payment/cancel terms without changing the template each time.   This could pose a problem if more than one person in the office is changing the invoice at the same time.

    Please advise.  Thanks.

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    Kinsey Mahan

    Kim - Right now, there isn't a way to have more than one template, but that does sound like something multiple templates would be perfect for. I linked to the general area for invoicing feedback above, but we have a specific article for suggestions on multiple invoice templates here. If you have specific needs, please let us know.

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    Susan Smith

    I would like to know how to give admin users permission to view, apply payment and make notes on an invoice.

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    Kinsey Mahan

    Sue - Under Database > Group Management > System Permissions, there is a permission for Invoicing Admin at the very bottom of the page. Any Admin groups who have access to the Admin Home and have Invoicing Admin permission will have those abilities.

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    Katherine Capozzi

    When taking a form on behalf of someone else, the 'invoice me' option does not seem to be available. Is this something I can somehow enable or or is it not an option? What you recommend as a work around? For example, we have an RSVP phone line for our events. I'd like to take the form on behalf of those that call in and select 'invoice me' so that they can receive that invoice as soon as possible. 

     

    Thank you! GREAT update, btw. Very helpful to us. 

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    Kinsey Mahan

    Kati - Thanks for the positive feedback! We're glad to hear that you're enjoying invoicing so far. As for the issue involving selecting "Invoice Me" when taking the form on behalf of a member, I'm looking into it now and will open up a ticket to keep you updated. That should absolutely work, so it may be something I need to take a closer look at on your form.

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    Kinsey Mahan

    Kati - The article above reflects this update, but I wanted to make sure and explain that if a form does not require login, or has "Bypass Login" enabled, admins will NOT be able to select "Invoice Me." This is because invoices are tied to individual member profiles, and forms without login required don't tie to profiles directly.

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    Susan Smith

    Is their any way to place more information on when an invoice is being paid?  We have that one person in someone's office that pays for all of her people.  The credit card receipt does not give any information like if they paid by credit card at the time of signing up for the event.  Please let me know if this is something that we can do now or if this is something that will be added in the future.

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    Katherine Capozzi

    A recommendation for a future update is a confirmation page (vs. an email) that shows the invoice has been paid. In many cases from our membership, someone else may be paying the invoice on behalf of a member and they won't receive the confirmation email but they do keep track of the accounting so a confirmation number or page to print would be helpful to them. 

    Thanks!

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    Kinsey Mahan

    @Sue - I'm not sure I follow, so I went ahead and opened you up a ticket with our Help Team to see if we can address your question better one-on-one.

    @Kati - Thanks for that feedback! I went ahead and created a new topic in our Invoicing Suggestions area, so you may hear back from our Product Manager through that forum.

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    Erin Hickok

    we would love to see multiple items per invoice (each having their own description and amount)

    for example, we would like to invoice our members a month of various activities...

    Having all of this in one invoice would be ideal for our members and allow them to pay all at once for services used.

    also, we noticed that the notes field seems to be notes to other admins...  It would be great to have a notes section that the members see.

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    Kinsey Mahan

    Erin - Thanks for your feedback! I went ahead and created a topic with your comments in our Invoicing feedback area here. There is an existing enhancement request for the ability to add multiple line items to an invoice, so feel free to leave additional notes for our Product Management team on the specifics you have in mind.

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    Rosemary T McAvoy

    Three features that need to be included ASAP.  Print Preview of Invoice, Company Name, Notes section under description to add more information.

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    Kinsey Mahan

    Hi Rosemary - We have an area specifically for invoicing feedback, which you can access here. Our Product Manager maintains that forum, and would love to hear your feedback on invoicing improvements.

    To address a couple of those things, you can print an invoice (or invoices) by tagging the invoice(s) in the list, then clicking Print. That will open a PDF, which you can review, or print. I'm not sure what you're referring to with Company Name, however, there is a built in Notes section within each invoice where administrators can add notes, etc. on the invoice. The great thing about that section is that multiple notes can be added and tracked separately, as opposed to new notes overwriting old ones.

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    Katherine Capozzi

    With the new added feature to email the invoice to more that one person, will that additional email address be permanently stored so that for example every time I email an invoice to a certain user, it will be sent to both the user and the accounting department email I entered previously? 

    Thanks for adding that feature by the way, that was a concern of ours/our members from the get go. 

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    Kinsey Mahan

    Katherine - I'm glad to hear that you're finding it useful so far! Documentation will be updated soon to reflect the change. I confirmed with our Product Manager that the email address will not be permanently stored with the upgrades made to date, but I also passed along the feedback that you are interested in those specifics, so we've added it as an idea on our end.

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    Grant Sheehan

    Am I missing something? I have been trying to pay invoices and do not have the "submit payment" button !  I am using Firefox as you suggested and  still no "submit payment" button.

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    Kinsey Mahan

    Hi Grant - I'm seeing that same thing. I went ahead and opened you up a ticket with our Help Team so that they'll be able to address the issue with engineering. Expect to hear from someone tomorrow morning. Thanks for letting us know!

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    Tina Dumas

    Now that the invoicing option is available (THANK YOU!), is there any reason to use the "Send a Check" option. I'm thinking that I will swap out "Invoice Me" for the "Send a Check" option on all of my forms. Am I missing some subtle detail? We use the forms only for new membership applications and renewals. Many members choose to send a check, but their employer pays for the membership, and they need an invoice to send to their accounting department. It looks like they can print the invoice, or just forward it to their accounting department, right?

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    Kinsey Mahan

    Tina - I've gotten that question before, and best answer is that the Send Check option is still there if you need it, but can definitely be replaced by Invoicing. I know that some of my clients still really need the Send Check option, which is why we aren't planning to do away with it. I hope that helps!

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    Kinsey Mahan

    Grant - Just a follow up to let you know that the issue with the Submit Payment button not appearing on the invoice payment page has been resolved. It looks like it was specific to PayPal Express Checkout, and was correct with this morning's release. If you have questions, please don't hesitate to reach out to our Help Team!

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    Renee Mullaney

    Kinsey, when I go to a particular form and sort the records that have a balance, the "invoice me" records are not included in the sort.  Is this a glitch that you are not aware of?  Will it be corrected so that all records with a balance will be filtered?

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