Explore our invoices Feature

To create new invoice go to Sales -> Invoices and click on the button Create new invoice

Select Customer, when selecting a Client the customer informations will be fetched directly from the customer’s profile. Another option is that you can click on the edit icon and directly add the desired customer informations, this also is applied for the billing informations they are also fetched when selecting a customer.

Note: To have the billing details auto-filled when selecting a customer, ensure that billing information has already been added to the customer’s profile.

Billing and Shipping – If you update the billing and shipping information after selecting a client and click the edit icon, the changes will apply to the invoice, but the customer profile will retain the original information.

Allowed Payment Methods for This Invoice – Choose the payment methods available for the invoice you’re creating. If your customers make payments online via Resolve Work CRM payment gateways, these will appear in the invoice HTML section and when recording the payment in the admin area.

Currency – The currency is automatically chosen based on your default currency or the currency assigned to the selected customer in their profile. If the customer’s currency is set to USD, it will be automatically selected and cannot be modified.

INVOICE Number – Number is automatically populated e.g., 00012 next will be 00013.

This number its fetched from Setup->Settings->Finance->Invoice– Next Number the number its auto increment but you can change the next number in Setup->Settings->Finance->Invoice.

Customer note is visible to client side also, on the HTML invoice and PDF invoice.

You can either set terms directly on the invoice or use predefined terms that are auto-filled. To configure predefined terms, go to Setup -> Settings -> Finance -> Invoice, scroll down, and fill in the fields as needed.

Recurring Invoice – Settings Navigate to Settings Menu -> Settings -> Cron Job Create a new invoice from the main recurring invoice only if the main invoice is with status paid? If this field is set to No the recurring invoice is not with status paid the new invoice won’t be created.

Sale Agent – You can select sale agent for this invoice then then generate reports in Reports->Sales->Invoices Report. Note that the sale agent full name will be shown on the invoice if in Setup->Settings->Finance->Invoice-> Show sale agent on invoice is set to yes.

You can add Invoice items, when adding make sure you click on the blue check icon in order the item to be added you can also select tax options.

The items are stored individually for each invoice, so modifying item details in Sales -> Items will not impact previously created invoices that contain those specific items.

Admin note is only for admins/staff members.

Customer note is visible to client side also, on the HTML invoice and PDF invoice.

Click Save.

While editing/creating invoice the adjustment option is always available if you want to +- the total amount

Resolve Work CRM offers the option to send the invoice to the related customer. The PDF invoice will be attached to the email. If you prefer not to attach the PDF invoice, simply uncheck the Attach Invoice PDF checkbox.

After sending the invoice to the customer, if you need to resend it, the email content will be different since the initial invoice has already been sent. In such cases, go to Setup -> Email Templates -> Invoice Already Sent to Client to edit the email content for resending the invoice to your customer.

You can send invoice overdue notice manually or automatically with cron job.

Sending with cron job

To setup automatically overdue notice go to Setup -> Settings -> Cron Job -> Invoices

If you want to send overdue notice the same day when the invoice is overdue set the field Automatically send reminder after to 0, otherwise set it according to your needs.

The second field is about resending the overdue notice based on the last notice date. If you want to disable resending the overdue notice set this field to 0

The overdue notices will be sent at specific hour based Hour of day to perform automatic operations value that is set in Setup->Settings->Cron Job->Invoices

Merging invoices is feature in Resolve Work CRM that allows you to merge/include already created invoices into 1 invoice by passing all the invoice info to new invoice. This feature is used if your customer have other unpaid invoices but you need to create another invoice for the customer and you want to prevent your customer to pay multiple invoices, in this case your customer will only need to pay 1 invoice.

How to check if there is available invoices to be merged?

Available invoices to merge are showing in different places.

1. When create new invoice – Available invoices to merge are shown after selecting customer, the system will check if there is available invoices to be merged into the invoice you are creating for the selected customer.

2. When you preview existing invoice from admin area – Available invoices will be shown on top and you can click on the edit button to apply the necessary action.

3. When you edit existing invoice – Available invoices for merging are shown imidiately after entering the edit invoice area.

You can merge invoices only that belongs to the following statuses: Unpaid, Overdue, Draft.

How to merge the invoices?

When you create/edit invoice on the top a message will be shown if there is invoices available for merging.

You can merge multiple invoices by clicking on the checkbox on the left side from the invoice number.

After the field is checked the invoice items will be auto added in your existing invoice that you are currently creating or edit.

Additionaly you can mark the merged invoices as cancelled instead of deleting because merging invoices will create gaps in invoice numbers. Please do not merge invoices if you want no gaps in your invoice history. You also have the option of manually adjusting invoice numbers if you want to fill the gaps.

Cancelled invoices are excluded from the reports and overdue reminders are disabled.

While viewing the invoice from the admin area click on the + Payment button to record a new invoice payment, after you click on the button new view will be shown including the record payment form.

Keep in mind that the + Payment button will be shown only if the user has permissions for payments CREATE, also this button may be disabled in the invoice is with status Paid or Cancelled.

1. Amount Received – The total amount that is paid for this invoice, this field will be auto-populated based on the invoice due amount.

2. Payment Date – Select date for the payment, by default current date will be selected.

3. Payment Mode – You need to select one of the available payment modes for this invoice.

4. Additional you can add payment note.

5. Do not send invoice payment recorded email to customer contacts - If checked no email will be sent to customer contacts that payment is recorded for this invoice. In case you want to disable this option you can disable the email template in Setup->Settings->Invoice Payment Recorded (Sent to customer contacts), after the template is disabled this field won’t be shown and no email will be sent to the customer.

6. Click Save

After the payment is recorded the invoice status will be automatically updated based on the total amount. If the full amount is recorded for this invoice, the status will be updated to Paid otherwise will be updated to Partially Paid.

Email sent to customer contacts

If “Do not send invoice payment recorded email to customer contacts“ is unchecked after payment is recorded email (with PDF payment attachment) will be sent directly to the customer contacts to inform that payment is recorded for this invoice.

To edit the email content go to Setup -> Email Templates -> Invoice Payment Recorded (Sent to customer contacts).

Email sent to staff

The system will send another email Invoice Payment Recorded (Sent to staff) to invoice sale agent and invoice creator, this email will be sent too when the customer pays the invoice online via an online payment gateway.

Keep in mind if the payment is recorded via the admin area from staff member this (currently logged in) staff member won’t receive an email.

Navigate to Settings Menu -> Settings -> Cron Job

Create a new invoice from the main recurring invoice only if the main invoice is with status paid?

If this field is set to No the recurring invoice is not with status paid the new invoice won’t be created

The invoice will be re-created at a specific time of the day, based on the hour you have configured in this option.

Example if the invoice should be re-created at 1st of May if you set here 09 the invoice will be re-created 1st of May 9 AM.

Action to take after invoice is re-created

• Generate and Autosend the renewed invoice to the customer – NOTE: The customer contacts must configured email notification for invoices in order to receive the email.

• Generate a Unpaid Invoice

• Generate a Draft Invoice

Create recurring invoice

When you add/edit invoice you have an option to set this invoice to be recurring.

This means the invoice will be automatically recreated based on your recurring invoice settings (every X months). You can set the recurrence interval from 1 to 12 months, or choose a custom option to suit your needs.

How are the recurring days calculated?

The date when the invoice needs to be re-created(renewed) is calculated from the invoice date.

Stop a Recurring Invoice

In order to stop recurring invoice, you will need to go to the invoice edit area and set the Recurring Invoice drop-down field to NO.

NOTES:

• You need to have setup cron job for this feature.

• Recurring Draft invoices won’t be re-created.

• Recurring invoices with status Cancelled (canceled invoices) will be still re-created when the date for the next recurring invoice comes. In case you don’t want the invoice to be re-created from canceled invoice you must edit the invoice and set Recurring to No.

Go to the customer profile and click on the tab you want to export data e.g., invoices

Select status or just leave it All and click Submit. All invoices based on your selected options will be added to .zip file.