Invoicing
A bolt-on to aid manual and automated invoice generation
This is an additional bolt-on product designed to help automate the generation of invoices to your customers. Manual and automatically generated invoices can be raised, either related to services you purchase from ICUK, or outside of our portfolio. A combined invoice service works hand-in-hand with our tariff management and telecoms platforms, providing your clients with a single monthly bill. It's an incredibly powerful solution which once adopted should save you time and money.
Invoices
Generate Invoices in Seconds
Invoices
Single and multi-line manually raised invoices can be generated through the control panel in seconds. You can select from a number of options including payment due dates, recipients to email and the format of the invoice.
Recurring Invoices
Regular automated invoices can be raised on your behalf. This has applications not just with services you purchase through ICUK, but for other recurring invoices you may be raising (eg monthly IT support contract).
Export Data
All invoice data can be exported in CSV format. This can be imported into popular accounts packages including, but not limited to Xero, Sage, QuickBooks, MYOB and SAP.
Quotes
Quotes can be raised as simply as any other billing type. They are unique in as much as you can set them to have an expiry life (valid from --> valid until). A quote can be converted into an invoice as a secondary stage to the billing process.
Credit Notes
In the event you need to raise a refund or credit to a customer, the process is much the same as that of an invoice. The figure will be a negative value to reflect the nature of a credit.
Purchase Orders
Set your suppliers up in the control panel as you would a customer. From here you can then raise purchase orders to them giving both parties visibility of order requests, and who they have been authorised by.
Draft Invoice
When you raise any invoice, it can be saved in draft form. This can allow you to review before sending, or to set a dispatch date in the future.
Credit Control
Automated Credit Control Facilities
Dashboard Notification
The control panel portal clearly states how much money is owing and overdue. Use this as a heads up reference to ensure that credit terms are being adhered to and maintain positive cash flows.
Automatic Reminders and Chasing
Chasing customers for outstanding invoices can be a laborious task. Our automated facilities can send polite reminders on your behalf, showing what is owing in accordance with the terms you set. The wording and frequency of such emails can be set by you.
Payment Handling
Specifying & Reflecting Payments
Specify Payment Mechanism
When a payment is made by your customer, you can easily mark this off accordingly. You can state the date received and the payment method. Instead of us specifying a list of payment options you can simply type your reference or wording, and the panel will remember the options you enter to make it easier and more bespoke to your needs for future payments.
Part Payments
Should a customer part-pay an invoice you can reflect the payment received and the method. Our panel and statements of account will reflect the unpaid amount making it easy to identify and chase.
Pro-Rata Billing
Sometimes pro-rata amounts will be required where a part month payment is due owing to the subsequent renewal date. Our invoicing platform takes care of the calculations for you.
Archive Invoices
To help keep on top of invoices, and confidently know which invoices have been handled an archive feature is available to flag completed items as such. All invoices remain stored on our servers forever more, with easy and powerful search tools to extract the details you need in the future.
Branding
Template Controlled Invoices & Emails
Invoice Templates
We have a selection of 6 ready made template designs you can use, or alternatively you can bespoke yours to include your own images, CSS styles and general appearance.
High Resolution Image Support
Our invoice templates support SVG images. By using scaleable vector images you can be sure that your logo appears without pixelation on the PDF created invoices.
Payment Information
You can input bespoke text regarding payment options or how payment will now be collected. Bespoke text can also be applied to invoices, quotes, purchase orders and credit notes.
Email Templates
In much the same way that invoices can be controlled using bespoke templates, so too can the text within the email. Simply enter pre-defined tags where certain information needs to appear.
Settings
Match Your Company Status & Policies
Credit Terms
Specify on a per customer basis the credit terms that are available to them. Any statements and reminders that are issued will take this into account.
Invoice Reminders
Bespoke emails can be automatically sent to prompt customers regarding outstanding invoices and amounts.
Prefix Invoice Number
You can prefix your invoice numbers with additional characters. For example, you may want your invoices to start with a 3 character reference for better identification of which invoicing platform raised it.
Invoice Numbers
When you raise an invoice you can specify the invoice numbers. Each subsequent invoice increments by one. If you set your first invoice to be 52388, the next will automatically raise as 52389. Purchase orders, quotes and credit notes operate with their own counting mechanism.
VAT Settings
Resellers can specify their VAT status, number and VAT rate. By doing so you can be in control depending on your countries rules, rates and your VAT registered status.
