Streamline Your Payments with Contractor Invoicing Software for Facilities

Contractor invoicing software for Facilities

hello welcome to this video on the invoicing software we're currently on the invoice search form with four invoices listed here if we want to locate an invoice we have a number of options of finding them either by the client the site between certain dates or a course the invoice number we have an invoice highlighted here and to the right it shows a descriptive text used on that invoice and the bottom part of the form shows the details added to the invoice and each detail line can have a full descriptive text to go with it so if I run the copy invoice here it would just show you how that formats on an invoice so there's a descriptive text there's the detail line and there see text to go with that particular detail item so we move on and enter some payments against invoices game look the four items listed here - in black to read recently read set they're overdue nine days and two days if we want we can run a report for outstanding invoices or we can send off customer statements and as we've got two invoices which were overdue for Harvard builders there I will select customer statement select the customer that I want to run the report for and then when I run the report it will give us a statement to harvest builders for the two invoices she so dates the invoice would produce when payment was required by the amounts due what has been paid what so standing and the number of days overdue so if they come back with some payments for us we can enter those and the easiest way to do it is just to double-click on the invoice or then fill out the information for us if they sent us the full amount then we can mark it as paid and enter that payment and then the next item if I double click that one again just to fill out the information but this time I'm not gonna market is paid because let's assume the only sent us say 50 pounds so we'll enter the 50 pound payment that updates the records so it shows no invoice amount of 75 that we've received 50 and they're still 25 outstanding the bottom of the form shows payments that were received against each invoice so with that part payment there it shows the 50 pounds though and the date were received it and the the one above ensures that we received the the full amount on that particular date so you should never have a problem keeping on top of your debtors it's very straightforward to enter the payments received get outstanding payment reports and produce statements for customers so let's move on to producing invoices so we select the invoice tab and we run through this screen now there are a lot of different ways of producing an invoice first of all we select new invoice before run into the different ways of producing invoice on this screen if you just come over from the the voyeur video avoid prison of the program we do for producing payment applications and handling retention payments let us know when they're due in that video we entered an application for payment for a couple of sections against a project so what I would do first of all it should show you how you would enter an interim payment from an application has been made via the Viper program so we've selected new invoice and we just go straight down to project select the project in question which was efore t4 and the application we sent off was the the last one number three for the the two sections so we wouldn't do is double click that and it will enter up all the information for us there I just set the due date there it's put in the customer details the amount that we're invoicing it has the main contractors and the retention percentage to be deducted from the invoice if I want I can add some text in here or I can just leave that blanks it's showing below that we were invoicing for the light in a fire alarm section and the the rates there so if I raise that invoice then it gives us a detail and also makes a note that subtotals is net of the main contractors and retention percentage so I'll say that's raising an interim payment from an application that was made via the Viper program the next way to produce invoices is from the invoicing software itself so I select new invoice the first way is to select items from the invoicing database and can see a few samples down the bottom here so we've got intruder 12 month alarm check and the the details are the text for that item I'll move on to the next we can see the text changes and this is what will be entered onto the invoice so we can enter one or more items off the the invoice in database so if I enter that one and raise that invoice so I'm going to entered a customer right so I'll enter a customer if I put that one in four harbor builders and I select a site as well and if I raise it should be happy so there's a descriptive item there and the rate and there's text that goes with it so that's raising an invoice from the the invoice database what select new invoice again next way we can enter an item is by selecting item which allows us to enter a quantity a rate and descriptive text so we can just sit here and enter a dark items and they will accumulate on the detail list there we can also enter text if we want we just want to add some descriptive text to the detail or we can import information from either our estimating software all from our small work software so if I just for this one pull in some information from our estimating software I'll select a simple estimate options we have here our section rate assembly rates shows unit rates or builds or quantities if we've produced them I'm just going to pull in a couple of sections so I select say the power section and if I want more than one I can select more than one section by default it will enter a hundred percent of the cost that we've supplied to our customer if for some reason you want to enter a smaller percentage and just edit that percentage there or you can enter an ad-hoc value there if you wish so I always select insert then it adds those to the detail those two sections there pulls off some text from the the estimate itself which we can edit here or leave if we want and fills in the customer and site details for us so when we raise that one it's got the text there for us along with the two sections that we pulled in so just to recap the ways we can produce invoices or a from an application for payment that we made to our customer using VoIP a software just put it straight in from the project it pre fills all the information for us and we just raise it and it will log the information update the VIPRE project before the payment details similarly when we enter the the payments if you use them viper will update the information within viper the next option is to enter a totals only where we just simply set an amount enter some text and invoice it then we have the option to enter itemized details from our invoice in database or add a doc items into the estimate or of course the other two items options were to enter items from either importing estimates or importing details on the small works if we need to enter a credit note then we can enter credit notes and the course if we use sage we can export the information for Sage to pick up so that's just a brief overview of the invoicing software if you like more information then please contact us thank you very much for your time