Invoicing

The main objective of a business is to make money, and to achieve that, you need to invoice your customers. The billing module is a vital tool in the sales process of any company.

1. Create an Invoice

Creating invoices is crucial in business to record sales and facilitate collections. To create a new invoice:

• In the main menu, go to Sales and then click on Invoices.
• In the list of Invoices, click on the (+) button.
• In the context menu, choose to add a New Document.
• Select the customer, currency, issue date, due date, salesperson, and the document's status (Draft or Open). If you choose a foreign currency (e.g., EUR) for an invoice, a new field with the exchange rate will appear. You can adjust this rate if needed.
• In the content section, you can choose the products and services to include in this invoice. In each line, you can select a product, service, or bundle and define the quantity.
• Each new invoice comes with one default line, but if you need to add more lines to the invoice, simply click on the (+) button below the list and repeat the previous step.
• In the totals area, you can apply discounts as a percentage (%) of the sale or a fixed amount ($). If you want to apply one or the other, just click on the word DISCOUNT ($) and choose the desired option. Then click on the amount next to it and define the discount amount or percentage.
• To apply additional charges to an invoice, below the totals, select an option from the drop-down list and define the amount in the adjacent field. If you need to add more charges, just click on the (+) button next to the list field.
• Finally, you can define the terms and conditions of the invoice by filling out the respective fields.
• Click Save to save the document.

2. Edit an Invoice

There may be times when it's necessary to edit an invoice. This can be due to an error or mistake. To edit an invoice:

2. In the main menu, go to Sales and then click on Invoices.
3. In the list of Invoices, find the invoice you wish to edit.
4. Click on the actions menu (three horizontal dots).
5. If the invoice is in Draft status, click on Edit.
6. If the invoice is in Open status, click on Modify.
7. Make the necessary adjustments.
8. Click Save to save the changes.

3. Delete or Void an Invoice

There may be times when it's necessary to delete or void an invoice. This can be due to an error or mistake. To void or delete an invoice:

1. In the main menu, go to Sales and then click on Invoices.
2. In the list of invoices, find the invoice you wish to void or delete.
3. Click on the actions menu (three horizontal dots) next to the invoice you want to void or delete.
4. If the invoice is in Draft status, you will have the option to Delete.
5. If the invoice is in Open status, it cannot be deleted as it has a financial record. In this case, you will have the option to Void Document.
6. You will be asked to confirm the action.

4. Send Invoice by Email

With the "Send by Email" feature, you can send invoices in PDF format via email to your customers. To send an invoice by email:

1. In the main menu, go to Sales and then click on Invoices.
2. In the list of Invoices, find the invoice you want to send by email.
3. Click on the actions menu (three horizontal dots), and then select Send by Email.
4. Fill in the fields for To (your customer's email), Subject, and Message. These details will come by default, but you can make necessary adjustments.
5. If you need to include a BCC or CC, click the link next to the To field.
6. Click Send to send the invoice.

5. Invoice List and Actions Menu

The invoice module provides a list of all generated invoices along with a set of options in the actions menu (three horizontal dots) for each invoice, allowing you to easily manage and track each transaction. The options in this menu are:

• Edit
  If you need to edit an invoice, this option allows you to make changes to a draft status invoice. You can only see this option if the invoice is in draft status. If you need to modify an open invoice, use the Modify option described below.
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• Preview
  This option allows you to preview the invoice as it would appear once printed or sent to the customer. It is useful for verifying information before taking any further action.
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• Duplicate Document
  If you need to issue an invoice with similar information to an existing one, this option allows you to duplicate it to avoid entering the same data again.
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• Apply Advance
  If you have received an advance payment from the customer, you can use this option to apply it to the corresponding invoice.
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• Create Credit Note
  If you need to adjust the invoice for returns or discounts after the sale, you can generate a credit note from the original invoice.
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• Attach File
  Allows you to add files related to the invoice, such as supporting documents or attachments sent by the customer.
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• History
  Allows you to view all transactions associated with this invoice, including income receipts, advances, applied credit notes, and more.
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• Audit
  The audit trail displays changes made to the document, providing detailed tracking of modifications.
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• Send by Email
  This option allows you to directly send the invoice to the customer via email, streamlining the communication process.
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• Receive Payment
  When you receive a payment for this invoice, you can record the transaction using this option, which will take you to the payment registration screen.
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• Modify
  If you need to modify an invoice for any reason, you can do so using this option. Keep in mind that this not only modifies the invoice but also reverses the original transaction and recreates a new transaction while preserving the fiscal receipt.
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• Delete
  If you need to delete a draft status invoice for any reason, you can do so using this option.
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• Void Document
  If you need to void an issued invoice, you can use this option. A voided invoice cannot be deleted and remains in the system for record-keeping and auditing purposes.

These menu options are designed to facilitate efficient management of your invoices, providing greater flexibility and control in your invoicing process.

6. Importing Invoices

If you are migrating from another system, this feature allows you to upload a list of invoices and their payments from a spreadsheet file instead of adding each transaction individually. Here's how to use this function:

1. In the main menu, go to Sales, and then click on Invoices.
2. In the list of invoices, you can click on the (+) button, and then select Import.
3. You can also do this through the Import from Excel option located below the list.
4. Once you are on the import screen, in the Transaction Type field, choose Invoices, and in the Action field, choose Create.
5. Click on Upload File, and in the window, click on Browse to choose your import file from your computer. You can download an import template by clicking on the Import Template option.
6. Click on Upload File and select the file from your device.
7. Once the file has been successfully uploaded, click Continue.
8. Now you will need to match the fields. In the Match Fields window, for each field on the left, choose the corresponding column from your file in the dropdown menu.
9. When you have finished matching the fields, click Continue.
10. Your data will be imported into the spreadsheet view. Here you can review and make any necessary adjustments.
11. When you have finished reviewing your data, click Save and Upload.

Remember, it's always important to review the data after bulk import to ensure that everything has been imported correctly.

7. Configurations

Cashflow provides customization options for sales to adapt the platform to the specific needs of each business, allowing for operational efficiency. These options include:

• Price Lists:
  This option allows the creation of specific price lists for different products in your inventory.
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• Discount Groups:
  This option enables you to define and apply discounts to groups of products in a price list.
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• Modify Selling Price:
  Grants users the ability to change the selling price of products.
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• Item Discounts:
  Gives users the capacity to apply specific discounts to each individual item.
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• Global Discount:
  Allows the user to define a global discount that applies to the entire sales invoice.
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• Item Commissions:
  Enables the possibility to establish commissions based on each product sold.
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• Exchange Rate:
  Permits hiding the display of the exchange rate in the user interface.

Tips & Best Practices

Optimizing your invoicing processes is crucial for efficient business management. Below are a series of tips and best practices that will guide you in minimizing errors and ensuring smooth transactions. Pay attention to these tips and apply each one of them for optimal results!

1. Always Choose the Customer and Currency
   Before adding products and services, the first step should always be to select the customer and currency. This ensures that the correct prices, rates, taxes, and conditions are applied.
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2. Use Multi-Currency
   If you operate with multiple currencies, regularly review and update exchange rates to reflect current market values or use the option for automatic generation.
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3. Utilize the Draft State
   Use the "Draft" state for your invoices to review and ensure everything is correct before changing it to "Open," which would affect your accounting.
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4. Modify with Care
   When modifying an invoice, remember that this action will reverse the original transaction. Make changes only when absolutely necessary.
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5. Review Before Saving
   Before saving an invoice in the "Open" state, double-check all details to avoid the need for later modifications.
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6. Permissions for Modification
   Ensure you have permission to modify an invoice if necessary. If changes need to be made to an already issued invoice, remember that it will be recorded in the general ledger for control and auditing purposes.
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7. Send Invoices via Email
   Use the "Send by Email" function to keep your customers informed and reduce payment wait times.
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8. History and Audit Trail
   Regularly consult the history and audit trail for detailed tracking and to ensure transparency in your transactions.
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9. Data Import
   Before mass importing invoices, review and clean your spreadsheet. After the import, double-check to ensure that the data has been loaded correctly.
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10. Customize Settings
    Personalize Cashflow according to your business needs. Configure price lists, discount groups, and commissions to maximize your sales operations.
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Remember to maintain open communication with your customers and offer them multiple payment methods. Efficient invoicing can speed up payments and improve your business's liquidity.

Common Problems

Experiencing issues with the Invoicing feature? Here are some common problems and their solutions:

1. Modifying an Issued Invoice
   ‍If you need to make changes to an invoice that is already in the "Open" state, remember that this action not only modifies the invoice but also reverses the original transaction and creates a new one, preserving the fiscal receipt. If the "Modify" option is not available in the action menu, make sure you have the permission enabled.
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2. Unable to Apply Discounts to Specific Products
   ‍You must enable the "Item Discounts" option in Settings > Sales > General Settings. Save the changes and reload the document to verify the functionality.
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3. Unable to Modify the Selling Price of a Product
   ‍You should activate "Modify Selling Price" in Settings > Sales > General Settings. Save and reload the document to confirm the change.
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4. Unable to Apply a Global Discount to the Invoice
   ‍You need to enable "Global Discount" in Settings > Sales > General Settings. Save the changes and reload the document to verify the functionality.
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5. Unable to Define Item Commissions
   ‍Activate the "Item Commission" option in Settings > Sales > General Settings. Save the changes and reload the document to confirm the change.
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6. Exchange Rate Not Displayed on the Invoice
   ‍Enable "Exchange Rate" in Settings > Sales > General Settings. Save and reload the document to confirm the display of the exchange rate.
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7. Fields Not Displayed on the Invoice
   ‍You should enable these fields in Settings > Documents > Document Settings. In the document list, go to Sales, select the Invoice line, and click the configuration icon. In the Column Display options, activate the columns you want to be visible in the document view and print view. Then click Save. Remember to exit and re-enter the invoice document to see the changes.
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8. Mass Import Is Not Working
   ‍Ensure that your import file is in the correct format and that all mandatory fields are filled. If there are missing fields, the row will be marked in red, and a red arrow will point to the column that needs correction. Refer to the import template to ensure your spreadsheet is configured correctly. If the file is too large, consider splitting it into smaller files and uploading them separately.
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9. Slow Import Process
   ‍The import processing time depends on the file size. If the file is large, it may take several hours to import all the data. Be patient and wait for the import to complete. If several hours have passed and it's still not done, consider contacting customer support.
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10. Uploaded File Missing Data or Contains Errors
    ‍When you upload a file, the system matches the columns in your file to the fields in the Cashflow system. If the data doesn't appear correctly, review the field mapping to ensure that each Cashflow field corresponds to the correct column in your file.
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If you're unable to resolve the issue, it's always best to contact technical support for assistance to avoid potential errors that could affect your accounting records.