How to invoice a client

First, navigate to the client you’d like to invoice and open up the Billing Schedule tab.

Then, follow the steps below!

  1. Select the relevant billing items within the Billed Manually section and press the Invoice button

  2. Review the price and quantities of your billing items, making any changes as needed

  3. Select a payment method to use

  4. Press Review Invoice

  5. After reviewing, press Confirm and Invoice to create the invoice.

  6. Send the invoice in the next screen.

Sending the invoice

If you have an accounting ledger connected, then after creating the invoice you’ll be taken to the Send Invoice screen.

Note: If Invoice notifications have been disabled for the client you’re invoicing, then this step will be skipped for convenience.

On the Send Invoice screen, you can:

  • Set the email recipients

  • Alter the email subject line and

  • Add a personalised message to the invoice email if you like.

Adding a personal message to your invoice email can help give clients more clarity. You can use the message to describe any work done in more detail, or communicate unforeseen issues.

If payment collection isn’t already scheduled, you can opt to Allow online payments for this invoice. This will include an online payment link on the invoice email the client receives which allows them to pay quickly and easily.

To learn more about collecting payment from invoice emails, check out this article.

When you’re ready, press Send Invoice.

Alternatively, you can Skip Sending if you do not wish to send an invoice notification email to your client.

Keep in mind if you choose to skip sending, you can always come back and send the invoice at a later stage!

Collecting payment when you send an invoice

If you don't already have a payment method on file for your client (or you chose to "arrange payment manually", You can still collect online payments from invoice emails sent by Ignition.

If you'd like to make this option available, simply ensure you check the "Allow online payment" checkbox before sending the invoice (see screenshot below).

Clients simply click Pay Invoice to add a payment method and securely pay your invoice online. Payment details are stored securely for future use, and clients can even select to pay future invoices automatically using the details provided.

Note: This is only applicable if you have already setup Ignition Payments.

To learn more about collecting payment for invoices, check out this article.


Scheduling an invoice for the future

Alternatively, you can also schedule billing items to be invoiced at a later date!

This means that you will never forget to invoice a client again.

  1. Navigate to a specific client → Billing Schedule tab

  2. Select some billing items in the Billed Manually section and click the Schedule button.

  3. Review the price, quantities and select a specific future date that you'd like this to be invoiced on (top right hand corner)

  4. Press Review Invoice when you are ready and then press Proceed and Invoice when you have finished reviewing.

When you are done, the billing items will move from the Billed Manually section down to the Billed Automatically section. Once that date arrives, Ignition will automatically raise that invoice.

Please note that a billing item will only be consolidated into a billing group under these conditions:

  • The billing items must derive from the same proposal

  • The billing items must be billed with the same payment method


Invoicing pro-tips

Fractional Billing

We now have the ability to specify fractional quantities when invoicing!

This is great if your practice needs flexibility when billing partial hours or billing a fraction of the daily rate for more accuracy.

In the example below, we simply need to use a decimal point and the system will calculate this automatically when the invoice is raised!

Discounts upon invoicing

We now have the ability to offer a discount at the time of invoicing should you choose or need to do this for a client!

In the invoice slider, simply add the dollar amount that you would like to discount in the Discounts field.


Troubleshooting

Why can't I see any billing items in the Billed Manually section?

NEW PROPOSALS:

If you cannot see any billing items, it's likely that the active service has expired or that particular service has been ended.

Check your client's Services tab to see if this is the case.

CLASSIC PROPOSALS:

Only Active proposals will generate billing items - which means if a proposal is Complete, any linked billing items will be removed in the Billing Schedule.

If you have Completed proposals and wish to invoice any On Completion or Estimated billing items, you will need to move them to an Active status in order to generate the billing items.

You can then complete the proposal immediately after.

Pro-tip: Use this proposal filter which displays a list of all proposals in all states which have unbilled items.

From this list, you can move any Completed proposals to Active, invoice all the items and then move the proposals back to a Completed status.

If you are experiencing any issues, reach out to our Support team at help@ignitionapp.com and we can take a look for you!


Client Billing Schedule Guides:

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