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Import invoice format for Public Relations

hi there welcome and thanks for choosing peak flow to begin your collections automation journey we're excited to get you on board to our platform and help your business save time and money so let's get started in this video we will teach you how to import your customer data into peak flow suppose you don't have accounting software and want to manually create or upload your customer data then you can jump straight to 1 minute 29 seconds mark of this video now let's look at how to integrate your accounting software with peak fuel to begin click the button import data that's right below this video if you're using oracle netsuite click on set up a meeting to talk to our netsuite onboarding expert to connect your netsuite in a few simple steps and get started if you're using any other listed accounting software click on connect to proceed ahead after clicking connect log into your accounting software by entering your registered email id and password once you've logged in authorize the integration with your accounting software by clicking allow access now you can see the synchronization between your accounting software and peak flow is active do keep in mind that synchronization can take anywhere from 30 minutes to a week depending on the volume of data so this is how you connect your accounting software with peak flow in case if you currently don't use any accounting software and want to add your customers to peak flow one by one you can upload their data in a few simple steps we suggest this option for users who wish to start using peak flow with fewer customers go to customers and click create customers in the add customer info tab enter your customers company name since you are the first member of the team to sign up you will be assigned the account manager to this customer by default in the next onboarding video you will learn how to add team members and assign customers to them moving on select whether you prefer to add the customers to the special customers workflow or the general customer's workflow workflow helps streamline your entire account receivable process by eliminating mundane tasks triggering personalized multi-channel reminders and keeping all the stakeholders aligned you will learn more about workflows on the fourth onboarding step you can always move customers between different workflows anytime once you've selected a workflow defined customer id and press enter the customer id can be a number you've already set in place for them in your system or it can be a new number the customer id helps avoid creating duplicate customers entries with similar names next define the payment terms for your customers in term of the credit period offered it can be 15 days 30 days or any number of days in case if you don't have any payment terms with this customer you can enter zero suppose you have additional data or information about the customer you want to capture in that case you can enter them with the notes field lastly define a language for your customers pay a portal between english malay bahasa indonesia or tagalog the customer payer portal is a unique accounts payable portal that allows customer to view their invoices raise disputes and conveniently pay all their outstanding invoices once you've entered the customer info details please move to the next tab enter the address details and click save if you go to the customers page you can see your customer added to your account then using the same step you can add the other customers but what if you have a high volume of customers and don't have accounting software to perform integration well you can manually import your customer data into peak flow in a few steps go to settings and click mass upload customer names next click the link below mass upload customer names button this link takes you to our help center article that explains how to upload your customer's name which is the first step in manually importing your customer data on this page you will find a downloadable spreadsheet template so go ahead click and download a copy of the spreadsheet in xlsx or csv format in this spreadsheet you will have to enter the customer id customer name and the account manager's email address to be assigned to the customer the customer id can be a number you've already set in place for the customer in your system or it can be a new number the customer id helps avoid creating duplicate customers entries with similar names in the customer name column enter the company name of your customer since we haven't invited any of your team members to peak flow yet enter your email id in the account manager email field in the upcoming onboarding steps you will learn to reassign the customer to a different team member once you've entered all the details delete the mandatory and field description column to avoid errors during the file upload now click the mass upload customer names button and upload spreadsheet once uploaded wait for about 15 seconds for the status to change from initial if the status is marked as completed it means the customer names are successfully uploaded if the status is displayed as completed with errors click over the status to view the list of errors in the upload details box you will find the list of errors the line numbers to help you quickly identify them on the spreadsheet if the error messages must be a valid email check if the entered email address has in typographical errors if you didn't delete the mandatory field in description now this error could also appear if the error messages can't find account manager by email ensure you've entered the same email address that's logged into peakflow if the error message is not allowed to be empty or does not contain required values check if you've left any fields empty under the mandatory columns once you fix the errors rename and re-upload the spreadsheet to complete a successful file upload which will be marked with the status completed next let's move on to mass uploading the customer contact details mass uploading customer contact details is the first step towards unlocking your collections automation journey similar to the previous step go to settings and select mass upload customer contacts now click the link below the mass upload customer contact button this link takes you to a help center article that explains you how to upload your customer contact on this page you can find a template for the contact file download the spreadsheet template in the xlsx or csv format now let's start filling the fields in the sheet in the customer id row copy and paste the same customer ids you used in the previous step next enter the customer's contact email address title and name details when entering the phone number ensure it has a country code prefix for example if your country code is plus four nine add plus four nine before your phone number that is your country code after entering the phone number enter the position held by the contact at their organization if you add the contact for a team like finance you can enter the position as the finance team the ease main contact column helps you specify which person in the company is your primary point of contact for invoice follow-up this field can also be used to define the escalation logic for example early in the follow-up process reminders will only be sent to the main customer contact such as the finance team or accounts payable executive in your customers organization however later in the follow-up process reminders can be sent to all senior members in your customers organization like the managing director ceo or ceo if you want this contact in your customer organization to be a primary contact or if this customer organization has only one contact mark this contact as yes in the ease main contact column if you want to add contacts to your customer organization but don't want them to be the primary contact mark this column as no for such contacts now let's move ahead as you've captured all the details required to mass upload the customer contacts before uploading the spreadsheet don't forget to delete the mandatory and field description columns your spreadsheet should look like this before it's ready to upload now go to settings and select mass upload customer contacts select the button mass upload customer contact to upload the spreadsheet once uploaded wait for about 15 seconds for the status to change from initial if the status is marked as completed it means the customer contact successfully uploaded if the status is displayed as completed with errors click over the status to view the list of errors in the upload details box you will find a list of errors similar to the errors shown during the mass upload customer names part once you fix the errors on the spreadsheet rename the spreadsheet and upload it again to complete the process with one last step let's look at mass uploading customer invoices mass uploading customer invoices eliminates the spreadsheet works and sets you up with the detailed out of the box reports you can review customer timelines to stay up to date with all of your accounts receivable get full transparency on aging balance set up financial kpis and the course of action for each customer now let's get started by selecting settings and mass uploading customer invoices first click the link below the mass upload invoices button this link takes you to a help center article that explains you how to upload the customer contacts on this page you can find a sample contact file template download the spreadsheet in xlsx or csv format in the spreadsheet template start copy pasting the customer id from the previous steps and move ahead to entering the invoice details against each customer id once you've captured all the invoice details delete the mandatory and the feed description columns before uploading to avoid any errors your spreadsheet should look like this before it's ready to upload now go to settings and select mass upload customer invoice click the button mass upload invoices and upload the spreadsheet once uploaded wait for about 15 seconds for the status to change from initial if the status is marked as completed it means the customer invoices are successfully uploaded if the status is displayed as completed with errors click over the status to view the list of errors in the upload details box you will find the list of errors similar to the errors shown during the mass upload customer names and customer contacts part once you fix the errors on the spreadsheet rename the spreadsheet and upload it again to complete the process now you can go to your bleakflow account and check all the customer details and invoices captured now let's quickly check out how you can create and send invoices to your customers before moving to the second onboarding step if you would like to customize your invoice go to settings and click company here you can customize your invoices and customer player portal by adding the company logo adjusting the brand font and contrast font color after customizing select the check box and click save settings we will show how the customized invoices and payer portal looks in the upcoming steps now let's get started with creating invoices go to invoices and from the left of the navigation menu click add invoice now enter the customer name to whom you want to create an invoice by selecting the name from the drop down list next select the due date you expect to receive the payment from the calendar you can also choose to promise the pay date which is the date your customer has promised to pay the invoice now let's create a line item that has to be invoiced click on the line items field enter the type of line item you want to be invoiced and click create line item once you've selected the create new item standard item box appears on the screen the standard item box allows you to create and save items that can easily be added to the invoice from a drop down list here enter the name of the item to be invoiced once again and enter the items prices before taxes you can choose whether or not this item is eligible for discounts or not with the toggle switch next if you'd like to add a tax to this item click add tax and select create new tax from the drop down in the add tax section enter the name tax percentage in the amount field and toggle switch if it is discountable or not then select the item type from the drop down if there's any additional information it can be added to the description once all those details are entered click save and close to add the newly created item to the invoice click add item and select it from the drop down now you can see the line item and its tax and total amount if you want to include discount to the line item click add discount and select create new discount from the drop down in the standard discount box you can enter the name of the discount choose the discount type enter its value in the amount field and lastly enter the discount duration once you've entered all the details click save and followed by save and close now you can see the newly created discount added to the invoice to add more items click add item and enter the name of the product or service or create a new item as explained earlier you can delete or duplicate items by clicking on the three dots under the more you can add information like payment method terms or a thank you message in the notes field once you've added all the details for the invoice click save once you've saved the invoice you have the option to share it with the customer before approving it you can do it by clicking on the three dots and selecting send to payer here in the send invoice email box the recipients are automatically added and you can add other recipients if required don't forget to tick off include invoices attachment since recipient will be able to view the invoice only in pdf format and not to pay a portal link inside the body of the email since the invoice is yet to be approved once approved it can be seen on the payer portal after you've verified email click send email now the recipient will receive the email to view the attached invoice in pdf format however if they click on the online link they won't find the invoice details in the payer portal since the invoice is yet to be approved moving on export invoices the option to export all details related to the invoice such as reminders disputes notes files and more here you have the option to export the invoice either in the xlsx or csv format select the items you'd like to export and send the report straight to the email id after clicking get the file now the recipient will receive the email to download the report which will look like this you can either generate a pdf format of the invoice which looks like this or even delete the invoice from your account once you've verified all the invoice details click approve [Music] now that the invoice is approved you can click on send to payer and send the final invoice to the customer just the same way you did before its approval but this time the customer can view and pay the invoice by clicking on the link if you want to reverse the approved status of the invoice you can do it by clicking mark as draft once selected you can see the approval button appearing again if the customer raises any invoice disputes you can capture them by clicking raise dispute and selecting reason from the drop down menu you can also capture additional details about the dispute in the description box apart from creating and sending invoice to customers you can add notes of any events or information associated with this invoice in the timeline tab by clicking on the post note button this feature allows you to capture this any information related to the invoice in a centralized location the timeline tab is also where you can see the summary of all the actions such as the email sent dispute and any messages received moving on to the files tab you can attach a copy of the invoice or any other file related to the invoice as a reference here and lastly you can see the list of items added to the invoice under the items tab now that you've learned to send invoices let's also look at how to capture payment details suppose you have received payment for this invoice outside peak flow and not through the payer portal click mark as paid to start capturing the payment details manually do remember that payments made through peak flow are updated automatically in your account on the payments page of the invoice you can enter details like when you receive the payment selecting the payment method that was used adding a reference number and also adding any nodes if required by default the linked amount field captures the total amount of the invoice if it matches with the total amount received click save and close continue in case your customer has made a partial payments towards the invoice enter the amount received and click save and close since you have received a partial payment you can notice the difference in the outstanding amount row and amount row if you had received a full payment the value under outstanding amount would be zero there's also another way to capture the payment details go to payments and click the option add new button in the payment box you can capture and map the payment to any of your customers now let's capture the payment details the invoice created just like the previous step enter the details required in each field in the amount and linked amount field enter the payer value you have received in case your customer has made one payment that you want to apply across multiple invoices you can do so easily by this method now click save and close now on the payments page you will see the updated value of the total amount remaining against the invoice [Music] now that you've learned to import data and create an invoice let's move to the next onboarding step inviting team members for more tips on getting started with peak flow check out our help portal at help.bigflow.gov