A standalone invoice is basically one that is not associated with a proposal. It is typically created after the job is booked because the client is ordering additional products or services that were not a part of the original package.
There are many ways to create a standalone invoice.
- Click 'Quick Invoice' in the quick actions drop down menu (the 'plus' button in the upper right corner of the website)
- On a Job, click 'Invoice' under the green Add button.
- On a Contact profile, click 'Invoice' under the green Add New button
- Under the Documents section, click 'Create Invoice' under the green Add New button.
It doesn't matter how you initiate creating an invoice. They all will take you to a page where you can configure the invoice. However, certain fields on the invoice will auto-populate based on where the invoice was created. For example, an invoice created on a job will automatically fill in the Job Name field on the invoice.
The 'Bill To' field is where you select who you are billing. This person's contact info will appear on the invoice. The 'Ship To' field is where the order will be shipped to. Many times this will be the same as the 'Bill To' contact but if necessary they can be different. And, although it's not required, an invoice can be associated with a particular Job.
In the upper right, choose the payment method. You can 'Collect Manually' if your client will be paying by check, cash, or some other method other than a merchant account that integrates with ShootQ. When you collect manually, it is up to you to mark the invoice paid manually once you've received the payment. If you choose one of your merchant accounts, the client will be able to pay via credit card and the invoice will be automatically marked paid by the merchant. When you collect via credit card, you have the additional option of allowing the client to pay by check as well.
Next, add items onto the invoice. You can select individual products or a specific preset package
Once those are added, designate the quantity of each item and apply a tax and discount if necessary. You can also add a note to the invoice that the client will see (this is optional).
Finally, set up the payment schedule for the invoice. There are different ways to set up a schedule. Choose the one that's appropriate for the invoice.
- If you are collecting the entire invoice amount on a specific date, just click the calendar picker in the Due Date field at the top of the invoice and select a date. You can remove the date and select a different one by clicking the 'Clear' button at the bottom of the invoice.
- If you are creating multiple payments, go to the bottom of the invoice and click the 'plus' icon in the 'Payment Schedule' section. This will allow you to select a preset payment schedule if the invoice is associated with a job. If it's not associated with a job then the only option will be to set up split payments.
- Dividing the payments up into evenly split payments is possible by selecting 'Payment Schedules'. You can then set the final payment date and configure the frequency of the payments - monthly, bi-monthly, and weekly. ShootQ will then create a schedule based on these specifications.
If you aren't ready to send the invoice to the client, just click the 'Save As Draft' button. You can return to it at a later point and send it to them. Click the 'Preview & Send' button to email a link to the invoice to the client.
This link will be automatically appended at the bottom of the email that you compose. The client will click on this link to view the invoice and make a payment.
The invoice will be found under the Job and/or Contact that it is associated with (see below). You can also find it under the Documents tab with all of your other invoices.