Setting up Invoicing properly is crucial to be able to use the Invoicing module to it's full potential. If you are a user that will be using Invoicing simply to generate billable items to export, then you can utilize the defaults that we are shipping with.
In Settings, you will see a number of items to fill out and customize. Crelate does ship with defaults, so if you do not know or need time to figure out things like Action Mappings or General Ledger information, that is okay.
1) Chart of Accounts
Your chart of accounts are the high level Ledger accounts that your company uses. These are fairly standard no matter what industry you work in, and we ship with defaults to make set up easy.
You can add accounts as needed and we suggest you name them with the exact name that your accounting system uses. Each account added needs an account type and you choose that from the drop down list. These options are hard coded and you cannot create custom account types at this moment.
2) Ledger Action Mappings
Once you have created your Chart of Accounts, then you can start setting up your Ledger Action Mappings. This section should mirror your accounting system and reflect exactly how your debits and credits work. It is important to set up the debit and credit accounts correctly, because this information fuels reporting for your accounting team to use at the end of each period.
3) Billing Profile Templates
Users have the ability to set up billing profile templates for maximum flexibility with customers. While there are a lot of options to customize, most users are using Billing Profile Templates to determine customer terms. These term determine when the customer needs to pay their invoices and when invoices start to show Past Due.
4) Global Invoice Settings
Here you choose where the invoices are going to be remitted to. This information shows up on the invoice and directs your customers to who and where to sent payments to. You can include instructions and customize with your logo.
Invoice starting number- This is important to set correctly and will be the first invoice number sent from Crelate. Once set, you cannot change or undo this number.
Email- This is the email that they can reach out to if they have questions of something that is on their invoice
Phone number- This is the number you want customers to call if they have an issue with their invoice
Address- This is the address that customers can mail payments to
5) Invoice Templates
Users have the ability to create multiple Invoicing templates to use for customers. There are many options you can choose to have on your invoices which provides flexibility and a more customizable feel for clients.
There are 4 main options to utilize on the Invoice Templates
Attach Receipts- Users have the ability to attach receipts to the end of the invoice. This happens through a manual billable item process or through time & expense
Attach Time Cards- Users have the ability to attach a table of time card information to the invoice. This is just a table of hours and does not show meta data and/or approval information
Attach Time Card Notes- If you choose to attach time cards to an invoice, you also have the option to attach notes that the employee submitted with their time card.
Logo- Choose which logo you want to be on the invoice template. This overrides the default logo you set up in the Global Invoice Settings portion of set up.
6) Invoice Email Template
Here you set up the email template that you would like used for your invoices. Utilizing Crelate's mail merging feature, you can add a number of fields to pull data into these emails that will be customized depending on the customer you are sending them to
There are a number of built in fields for you to choose from regarding invoicing. Include items such as balance, discounts, Invoice date, etc.
In order to set up an email address to send invoices from, select the Set up sender addresses to navigate to the Email campaign settings area. This will allow you to add an email address and choose that you want it to be available to send invoices from. Use the same process you used to set up email campaigns