Knowledgebase · 32 articles

Customers & Sales

Customers, estimates, sales orders, invoices, sales receipts, receiving payments, statements and credits.

Customer Centre6

Customer CentreEvery customer on one list, with what each one owes and how much credit they have left, and the way into each customer's ledger.Add or edit a customerEvery field on the customer form: name, people, billing and ship-to addresses, GST and PST numbers, price level, credit limit, terms, currency and PST exemption.A customer's ledger and balance (Dr / Cr)Every invoice, payment, credit memo and journal entry for one customer with a running balance, what Dr and Cr mean on the balance chip, and the statement you can send from it.JobsSet up jobs (Customer:Job) and sub-jobs, code invoices, bills and expenses to them, and see what each job earned, cost and has left in its budget.Price Levels (customer groups)Give a group of customers their own prices — a percentage off or on the standard price, or a price list — and have every invoice for them priced automatically.Lead CenterKeep track of prospective customers — how hot they are, their details, notes and To Dos — and turn a lead into a customer when they buy.

Estimates and sales orders5

Create EstimatesWrite a priced offer (estimate or quotation) for a customer — no payment, no stock movement, nothing posted — and send it for approval.The Estimates list and turning an estimate into an invoiceEvery estimate with the customer's approval status and whether it has been invoiced, and how to open, send, revise, copy, delete or convert an estimate into an invoice.Create Sales OrdersRecord a customer's commitment to buy — items, quantities and agreed prices — to deliver and invoice later, in one go or in parts.The Sales Orders listEvery sales order with how much has been delivered, and how to open, convert (invoice), claim a percentage of, copy or delete an order.Sales Order Fulfillment WorksheetSee which open sales orders your stock on hand can fill — all, some or none — print pick lists, and invoice an order from one screen.

Invoicing12

Create InvoicesBill a customer for items and services: the invoice form, field by field, how to save it paid or on account, and what it posts to the books.Invoice lines: items, quantities, prices, discounts and taxEvery column of the invoice's lines grid — location, item, serial, quantity, U/M, price, discount, tax and net amount — and how to add, change and remove lines.The invoice buttons: Split, Estimate, Pending, Order and moreWhat every button at the foot of the invoice form does — Save & Close, Save & New, Split, Estimate, Pending, Order, Clear — and how the buttons change in estimate, sales order and edit mode.Taking a split paymentTake an invoice's payment in parts — several methods, each with its own reference and Deposit To account — or part now and the rest on account.Print, email, online invoice link and other invoice actionsEverything you can do with a saved invoice — print it, save a PDF, print a packing slip or print pack, email or WhatsApp it, open or copy its online invoice link, duplicate it, memorize it or set it to repeat.The Invoices listFind any invoice by number, customer, phone, email or company over any period, see whether it is paid, and open it.Edit, copy, void or delete an invoiceCorrect a saved invoice, settle the difference when it was already paid, return items, cancel or void it, and what each change does to the books.Create Batch InvoicesRaise the same invoice — a monthly fee, dues, a service charge — for many customers at once, each taxed by their own address.Pending InvoicesInvoices written but not yet posted — waiting for approval or final quantities — and how to finish, change or delete them.Enter Sales ReceiptsRecord a sale that is paid in full when it is made — no terms, no due date, nothing left owing — and where the money was deposited.Enter Statement ChargesCharge a customer's account directly — a fee, a service, a reimbursable — without printing an invoice; the charge appears on their next statement.Assess Finance ChargesCharge interest on overdue customer balances — preview every charge first, waive customers you choose, then raise them as invoices.

Getting paid8

Receive PaymentsRecord money a customer pays you and apply it to their open invoices — in full, in part or across several — with credits, early-payment discounts, overpayments, underpayments and the Deposit To account.Customer BalancesEvery customer who owes you money, aged by due date — Current, 1–30, 31–60, 61–90 and 90+ — with Receive and Statement beside each.Create StatementsSend customers a statement of account — every transaction for a period (balance forward) or only what is unpaid (open item) — with the balance aged, by PDF, Excel or email, one customer or all at once.Create Credit Memos and RefundsCredit a customer — for returned goods, a price adjustment or goodwill — then keep the credit on their account, refund it, or apply it to an invoice.The Credit Memos listEvery credit memo and return for a period, the invoice each was raised against, and how to open, print, send or delete one.Income TrackerOne screen for money coming in — estimates, sales orders, open and overdue invoices and what was paid in the last 30 days — with a coloured bar you click to filter and actions on each row.Collections CenterCustomers with overdue invoices, and invoices falling due soon — with notes on every call, follow-up dates and emailed reminders.Payment remindersEmail customers automatically before, on or after an invoice's due date, and send a monthly statement to everyone who owes — with a log of every send and every skip.

Time and costs1

Add Time/Costs to an invoiceRecord billable hours and re-chargeable costs against a customer or job, then add them to the customer's invoice — or write them off without losing the record.