Has your customer already decided what they wanted without going through online checkout? Do you want to send them an invoice to collect a credit card payment? Follow along to find out how to do so!
Creating a Manual Invoice
While in the case, click on the Payments tab. To the right of Invoices and the Manage templates button, click on the New Invoice button:
Add line items by clicking on the +Add line item button:
Choose the item by clicking in the Description field and typing a few characters. A dropdown selection will appear with matching items from which to choose. Select the item in the description dropdown that matches your choice and tab to the next field and Quantity, Unit Price, Tax %, and Subtotal will populate automatically. If the item doesn't already exist, you can also key in the item description and category to create a new item. Click on Add "*new item*" as a new entry and this will populate the Description field. Tab to the Category field to then select the correct category for the item. Having the category will also help us generate the Statement of Funeral Goods and Services from the invoice. You can then enter the Quantity, Unit Price, and Tax % and the Subtotal should calculate accordingly.
If you add an item by mistake, you are able to remove items by clicking on the trash can to the right of each line item. Additionally, you will notice that included items within a package are listed below the package name as indented. If you need to remove an included item within the package, simply click on the trash can to the right of that item. You will receive a confirmation to Delete:
Once deleted and if the item you deleted is included in a package, you will see it replaced with a credit line item and an arrow to the right that provides an option to undo:
Clicking on the arrow to undo that credit which was added will provide a confirmation window to re-add the original transaction:
After clicking Add, the original line item is back in its place:
Adding a Recipient to an Invoice
Once you confirm that all items needed have been added to the invoice, click on the Next button:
Click in the Name field to select a recipient from the dropdown. If the recipient has no email address, you can key the address into the Email field:
**Important** Make sure the total of the recipient amount(s) matches the Invoice total before sending the invoice to collect payment. If the recipient total does not match the Invoice total, you risk having to resend the invoice again to collect a remaining balance. The Recipient Amount does not update automatically if the invoice is adjusted after it's been created, so you will need to do so manually.
You can select whether or not to Send invoice reminders to the recipient. Uncheck the box to turn the reminders off before sending the invoice to collect payment:
You can also add notes to the invoice by typing in the box, or adding a note from a saved invoice note template:
**Please not that the standard disclosures no longer need to be inserted as they will automatically be added to every Invoice and Statement of Funeral Goods and Services that your customers will see. If you notice any disclosures missing, contact Support and we'll make sure they're added.**
Sending the Invoice
Finally, when you're done, you have a choice to either Save & close or Send invoice (you can also navigate to the Previous screen). Click on the Send invoice button to send the invoice to the recipient(s) associated with that invoice:
Once you click Send invoice or Save & close, you'll automatically be brought back to the case, where you can see the status of the invoice. (You may need to refresh your page to get this status to update)
Your customer will then receive an email containing a link and instructions on how to pay.
Have questions? Feel free to email us at [email protected] and we'll be happy to assist!