Invoices and collections

Layers

Layers build on each other and each one works on its own: turn on the next layer when you want it, turn it off when you don't. Turning off deletes no data.

1. Base

   “Let me keep my list in order.”

   Invoice and collection ledger: customer, date, amount, VAT, payments received and how

   • Send invoices by e-mail with a link where the customer views them and downloads the PDF
   • Invoice a project's approved hours by task, person, day or entry, with a preview before anything is saved
   • With customer approval on, only approved or deemed-accepted hours are invoiced; a deemed-accepted report is dated on its first sending

2. Tracking

   “Let me not miss what happens when.”

   Due dates, reminders and dunning, credit notes, receivables ageing

   • Receivables aging report grouped into 5 buckets by due date: not yet due, 1-30, 31-60, 61-90, and 90+ days
   • Automatic payment reminders: by default 3 days after the due date, then every 7 days, up to 3 times; the business sets these, and they pause per invoice or per customer
   • Record the payment day the customer confirmed; the cash forecast uses it instead of the due date
   • A 6-stage receivables funnel: forecast, planned, in customer approval, invoiced, payment day confirmed, paid

3. Process

   “Let the work follow a rule.”

   Recurring invoices, e-invoices, tax codes and exchange rates

   • Recurring invoices every 1 to 36 months on a set day, created as drafts or issued and e-mailed automatically
   • Retainers: a paid funding invoice builds a prepaid balance that later invoices draw down
   • The customer's PO number on the invoice, carried from their approval or the project; invoices in another currency too