Invoice
Acting Office ensures the user maintains accurate and up-to-date financial records effortlessly by streamlining every aspect of invoicing. Automating essential steps such as fetching client details, selecting services, and applying discounts ensures that invoice creation is quick and error-free. With integrations like Stripe and GoCardless, managing payments is seamless, whether through automatic card processing or direct debit setups. Clients can conveniently view and pay their invoices online, with instant receipt generation and automated payment status updates. Acting Office also provides options for manually recording bank transfers, invoice editing, and the creation of credit notes.
Creation of invoice
Click on the currency icon located in the quick actions tab. Additionally you can also use the shortcut, ‘Shift + I’.
Choose the appropriate services. The description and price will be auto-populated from the details saved in the practice profile. Edit these details if required, since the description and prices would be the ones reflected on the client's end.
The invoice template includes an option to input discounts. You can also add any relevant notes, which can be made visible to the client if needed.
VAT can be charged from the services and VAT rate can be selected from the dropdown menu.
New services can be added by clicking the ‘Add’ icon. Select the desired services and follow the same procedure to complete the addition. The services in the invoice can further be reordered using the ‘Arrows’ located on the left side of the service. Existing services can be removed by clicking the ‘Delete’ button located in the upper right corner of each service.
You can create recurring invoices by selecting the ‘Recurring’ option. Specify the start date for the recurring invoices, the desired frequency, and the end date. Additionally, you may choose to skip the first invoice by selecting the ‘Skip First Invoice’ option.
The invoice can be fragmented to facilitate part payments using the ‘Split’ checkbox.
Once all the details are entered, save the invoice. Additionally, you also have the option to directly email the invoice to the client on click of ‘Save & Email’ button.
Invoices can be later edited by going to the three dot menu and clicking on edit option.
Once an invoice is generated, a unique reference number will be assigned to it and displayed in the invoices tab, along with other key details such as the invoice date, amount, charge dates, payout dates and more.
Invoices tab
Sending the invoices to the client
Under the Invoices tab, use the buttons to download or email the invoice to the client. The email feature automatically adjusts its content: sending a payment reminder for unpaid invoices and a thank you note for paid invoices. Admins can save different default content for due, partially paid and paid invoices in the practice profile.
Downloading and sending the invoice You also have options to download entire client ledgers, statements for outstanding transactions and email statements to the client.
For quick action, we have a button on creation of invoice panel (Save and Email) and compose email panel for sending invoices quickly to the client.
Sending email for unpaid invoices
Invoice at clients end
Upon clicking the link, the customer will be able to view invoice details.
The invoice will feature a pay option at the end. To proceed with the payment, click on this option.
A confirmation code will be sent to the registered mobile number and email. Enter the code to continue.
Finally, input the payment details and complete the payment process.
In cases where more than one invoice is due for payment, clients can view a list of pending invoices and choose to pay a particular invoice or all invoices together by clicking on respective buttons.
Upon entering the requisite details, the receipt will be available to download the invoice and the invoice would be marked as paid at our end.
Downloading the invoice
Transferring of invoice to another business
To transfer an existing invoice to another client -
a. Go to the invoice by clicking on its reference number.
b. Click on the 'Transfer' icon.
c. Enter the new business name to which the invoice should be transferred and click 'Save'.
Transferring of receipt to another client
To transfer an existing advance receipt which is not yet allocated with invoices, to another client,
a. Go to the receipt by clicking on its reference number
b. Click on the 'Transfer' icon.
c. Enter the new business name to which the receipt should be transferred and click 'Save'.
Creation of credit notes
Credit notes for unpaid invoices can be added through the three-dot menu. a. To do this, click on the three dots and select 'Credit Note'.
b. Enter the date and the amount for which the credit note is to be issued.
c. Choose the reason from the dropdown menu, and you may include additional information in the 'Remarks' section.
d. To initiate a refund, select the 'Initiate refund' checkbox. Upon clicking the initiate refund checkbox, the user has an option to adjust the credit note either through the outstanding invoice or can also initiate refund for the past receipts recorded in lieu of the concerned invoice. Specify the refund type and amount of the refund.
e. Click 'Save' to proceed.
Managing receipts
Acting Office is integrated with Stripe, ensuring receipts are automatically recorded as soon as the client pays via card.
For clients preferring direct debit, invoices can be automatically generated at set frequencies and processed through GoCardless.
If a client makes a bank transfer, go to the invoice section and for that particular invoice click on the three-dot menu to record full or partial receipts manually.
Receipts
Recording advance receipts
To create a new advance receipt a. Click the 'Add' icon.
b. Enter the date, payment mode, amount, and any additional remarks. Attachments can be added using the 'Attach' icon.
c. Finally, click on the ‘Save’ button.
The 'Receipts' tab displays all existing advance receipts along with their details. There are some quick icons on this list view screen-
'View' icon allows users to view receipt details.
‘Allocate receipt’ icon helps in later assigning invoice to these receipts. You can simply click on the button and select the invoice to which this needs to be allocated.
Refunds
This section displays all refunds initiated through credit notes, with all the necessary filters and options. A unique refund reference number will be assigned to each refund for recognition purposes.
Observe
For unpaid invoices, the software automatically creates a payment task to ensure regular follow-ups with the client. Hope this is helpful.
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