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*Help: Quick Start Guide to Creating and Sending Invoices
Overview:

This guide will provide you with an overview of how to create and send invoices to your customers.

In nearly all cases, invoices are created and sent by following these steps:
  1. Enter customer information.

  2. Create an invoice by selecting an invoice type from the Public Gallery of invoice forms. This will create a "blank" invoice which you may then edit to fill-in the details.

  3. Edit the invoice in order to assign a customer to the invoice and fill-in the invoice details.

  4. Send the invoice to your customer via E-mail.
The following sections will describe each of these steps in detail.

Tip Before you begin:
  • It is assumed you are logged into your account.

  • It is assumed you have confirmed at least one E-mail address. Show me how Help

  • You may want to print this guide (right-click anywhere in this window and then choose Print), before following the steps below.



Enter Customer Information:

Follow the steps below to add a "test" customer to the system:
  1. Click on the Customers tab (at the top of the page).

  2. Click on Add Customer. A customer information form will be displayed.

  3. Fill-in the form fields as follows (leave all others blank):

    • Customer ID: TESTCUSTOMER
    • Password: 12345678
    • Contact Type: Home Mailing Address
    • First Name: Test
    • Last Name: Customer
    • Street Address 1: 123 Test Street
    • City: Bellevue
    • Province/State: Washington
    • Country: United States
    • Postal/Zip Code: 98008
    • Home Telephone: (425) 459-4321
    • E-mail Address: Use your E-mail address

  4. Click the [Save] button to save the customer information. The system will display a message indicating the customer information was saved.

Create an invoice:

The "Public Gallery" contains a number of common invoice forms that you may use for your business, (in this example, we will use a simple two-column invoice):
  1. Click on the Invoices tab (at the top of the page).

  2. Click on Public Gallery

  3. Click on All-Purpose Invoices

  4. Click on Two-Column Invoice (Type 1). A sample invoice will be displayed.

  5. Click on the [Create Invoice] button. An invoice form will be displayed

  6. Fill-in the form fields as follows (leave all others blank):

    • Invoice Number: TESTINVOICE
    • Invoice Amount: 50.00

  7. Click the [Create New Invoice] button to create the invoice. The system will create a new invoice. The newly created invoice is not assigned to any customer at this point.

Edit the Invoice:

  1. Click on the Invoices tab (at the top of the page).

  2. Click on Invoice Details. The system will prompt you for an invoice number.

  3. Enter the invoice number: TESTINVOICE

  4. Click on the [Show Invoice Details] button. The system will display the invoice details.

  5. Click on the [Edit Invoice] button. A list of invoice editor options will be displayed. The invoice editor allows you to assign a customer to the invoice and edit the information that is shown in the invoice.

  6. Click on the [Edit] button next to the option that reads: Set the Invoice Customer

    • Enter Test into the customer search form and click on the [Search] button. The search results will be displayed below the search form.

    • Click on the [Select Customer] button to assign the customer to the invoice. The customer "TESTCUSTOMER" will now be assigned to the invoice.

  7. Click on the [Edit] button next to the option that reads: Edit invoice details. Allows you to enter individual line item details

    • Enter the following description: 50 widgets

    • Enter the amount: 50.00
      Note that this invoice type does not perform any calculations (other invoice types do).

    • Enter the sub-total: 50.00

    • Click on the [Save Details] button.

  8. Click on View Invoice to view your invoice.

  9. Click Back to return to the invoice editor.


Send the Invoice:

  1. Click on the Invoices tab (at the top of the page).

  2. Click on Invoice Details. The system will prompt you for an invoice number.

  3. Enter the invoice number: TESTINVOICE

  4. Click on the [Send/E-mail Invoice] button.

  5. Click on the [Edit] button.

  6. Select the E-mail content:

    • Click in the radio button: Send instructions for viewing the invoice on-line
    • Click in the radio button: HTML

    Tip The E-mail content field governs what is sent in your E-mail message. Invoices may be E-mailed to your customers in any of the following ways:
    • Send instructions for viewing the invoice on-line.
      The E-mail message will contain instructions that tell the customer how to view their invoice on-line. This message may be formatted as text-only (compatiable with all E-mail programs), or it may be formatted as HTML (HyperText Markup Language). The HTML format will work with most modern E-mail programs and is generally better looking than text messages.

    • Send a copy of the Invoice
      In this case a copy of the invoice (formatted in HTML) is sent to the customer. The invoice will contain a "link" at the bottom that the user may click on to obtain more information about the invoice on-line.

  7. You may optionally enter a subject, for example "Your Invoice...". If you leave the field blank, the system will use "Invoice #TESTINVOICE...".

  8. You may optionally enter a message to your customer in the Message field.

  9. Click on the [Save Changes] button. The system will display a message indicating your changes were saved.

  10. Click on the [Preview/Send Invoice via E-mail] button. The system will show you what your E-mail message will look like to the customer.

  11. Click on the [Send E-mail] button. This will send the message to your customer.

  12. Click on the [Invoice Details] button. Note that the system has updated the "Last Sent Date" and "Delivery Status" of the invoice.


13-Dec-2017Close Window© 2017 www.invoice.com