Use the Invoice Builder to create standardized invoices for your customers, so you can get paid quickly while minimizing time spent on administrative tasks.
This article walks through the steps to create, save, edit, and submit an invoice to your customer.
⚠️Customers must be registered and active in the Vendor Portal. Currently, vendors need to contact Fintech to add a new customer (this capability is coming soon).
Step One
Click Create Invoice to enter the Invoice Builder and look up your customer by the customer name, address or customer number.
Enter at least 3 numerals to begin the search. If you don’t know the number, close out of this view and go to the Customers section, where you can search by name, address, status and other criteria.
Click on your customer and move to the next section. At each stage, you can save the invoice as a draft or discard it without saving.
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.).
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 satisfied, hit Submit to electronically send the invoice to your customer. The invoice will move to My Invoices section for you to track.