Use the Invoice Builder to create standardized invoices for your customers, so you can get paid quickly while minimizing time spent on administrative tasks.
Building Invoices
You can create an invoice for a registered and active customer in minutes with products already in your system, as well as make adjustments such as deposits, discounts, taxes, and any miscellaneous charges. Quickly add products if they are not yet in your catalog as well.
This article walks through the steps to create, save, edit, and submit an invoice to your customer.
Step One
Within Invoices > Manage Invoices, click Create Invoice to enter the Invoice Builder. Look up your customer by their name, address or customer number.
Enter at least 3 numerals to begin the search. Click on your customer to populate their information and move to the next section. At each stage, you can save the invoice as a draft or discard it without saving.
⚠️ If you do not know this number or cannot find your customer, confirm they have been invited by going to Customers > My Customers. Search for their name, then view their customer ID, relationship status, locations, and other information. If they are not listed, you will need to contact Client Services to invite them.
Step Two
Enter your invoice information:
- Invoice Date: This defaults to today but you can backdate the invoice to reflect past deliveries. You cannot select a future date for an invoice.
- Due date: This is the date when you expect payment from the customer.
- Invoice Number: Enter an invoice number.
- Letter and numeral combinations can be used, such as AS-123. This number must be unique.
- If your company does not use invoice numbers, the system will automatically generate a number.
- Invoice numbers cannot be modified if auto-generated. (You can modify invoice numbers you’ve created.)
- PO number, date and reference number are all optional fields.
Step Three
Begin entering products sold to the customer. Products stored in the portal’s Product Catalog can be accessed by hitting the drop-down menu. If you don’t see your product, click Create New and enter the appropriate product data (item number description, unit of measure, price, etc.).
⚠️ An item number cannot be changed (without deleting and re-adding the product) after submitting an invoice.
The item will be added to the product catalog for future invoices. For more information on the catalog, click here: How do I add items to my Product Catalog?
Click Add another line to continue adding rows. To delete a row, click the trashcan at the far right.
To add adjustments, click the double arrow under the ADJ column and enter the adjustments to modify the invoice’s total amount. You can include:
- Deposits
- Discounts
- City, county, and/or state tax
- Any other miscellaneous charges
Step Four
When all information has been entered, hit Preview to review the invoice before submitting. If an invoice number was not provided, you will be asked to confirm the system-generated number. Once set, the invoice number cannot be changed.
Hitting Preview saves the invoice as a draft. Once saved, you go back and edit most of the information, except for invoice number. When you have completed the invoice and are ready to send it to your customer, click Submit.
What happens to submitted invoices?
Your submitted invoices can be seen in the Vendor Portal under Invoices > My Invoices. The Status column will display Submitted.
After submission, the invoice will appear in your customer’s Fintech Portal for payment if they are subscribed to PaymentSource Premium. Your customer may pay by check via Fintech, submit payment electronically (ACH), or choose to pay outside Fintech.
Find more information about PaymentSource Premium here.