Create Your Virtual Invoice for Administration with Ease and Efficiency

Virtual invoice for Administration

okay so today um as we know the webinar is going to be on invoicing with the apptivo platform so we're going to we're going to cover a couple of the basics for those of you who are brand new to attivo but we're mostly just going to focus on how to create an invoice um and like what Integrations are available how we're going to receive the payment and what happens from step to step and also the various Integrations we have with the invoices app so like how do I create an invoice from an existing project or from a sales opportunity those things so um this webinar is going to be for basically anybody in um anybody in the financial department or anybody in a small business uh so business owner or anything like that and then of course any freelancer or contractor independent consultant who has to handle their own invoicing and a little bit about me I'm a product manager here at Apo I have a engineering background I've been programming for a while I spent a Wildland quality assurance and I'm currently located up near the APO HQ in Fremont California and I do deployments I support and I train users on attivo all right so let's talk quickly about the invoicing flow I know this chart might look a little bit um little bit confusing but what it wants what I want to do with this is show you the flexibility of how we can create invoices in apptivo so generating a simple invoice which is all some of you are looking to do um it's very simple it doesn't involve any of this it's just create an invoice and then you'll generate the receivable when it's paid but but for many of the other users of aptiva one of the primary benefits of our invoicing software is the ability to um create an invoice out of other areas that you're already managing inside of the system so you'll notice here we we'll start off at the very beginning which is an opportunity and that's the earliest point in which you can um begin um Gathering up data that's going to go into an invoice so the opportunity is that in the CRM Suite it's part of your sales process but even during the sales process you're acquiring like the products that they're interested in you're creating the customer data you're creating little pieces of data that are going to directly translate right into the invoice once you're eventually ready so the idea is that you can start Gathering up info here and we do store it in a manner that can be converted into the invoice later so from the sales opportunity there's several different paths you can go so um I can go from an opportunity straight into an invoice which would happen in certain scenarios where it's a very simple service um maybe if I'm just selling them a product I don't really need to manage anything it's just um I take my opportunity I ship out the product and I want I'm only doing a couple products a week so I don't need to manage the other details I might just go straight from an opportunity to an invoice um but if I'm going to have a more complex scenario like let's say maybe I need to issue out a quote for the user I can go from the opportunity to an estimate and then to an invoice if I like or you'll notice there's also many different areas that we can generate the invoice from so we could go from an estimate to a project to an invoice or you from an estimate to a project to a time sheet to an invoice basically the idea is that we're going to flow from the s which is the opportunity and the estimate then you're going to float into the Fulfillment typically if you're managing that in apill and that's where you're doing project management to track the the hours that you're spending on a service or maybe you're using time sheets um or a sales order which is if you need to take in the order for a physical product that you're going to to sell to the customer and then you need to manage the actual shipment of um dispatching that product out to the customer and then we also have a work order which is if you have services and you need to dispatch one of your employees off to a third party site to go deliver the service and potentially use some products involved so all of those are different ways of actually um providing your service or products to the customer and at the end is the invoice where you're actually going to collect payment for these services or products rendered and yes after the invoice every time you issue an invoice obviously the goal is to get paid which is why you would generate a receivable at the end so that's the general flow of the invoices app uh I just want to give a quick overview before we dive into the details of it um so right here I'm going to come back to this slide at the end of the webinar but the rest of the webinar we're actually going to be torn through going through the application itself and I'm going to show you firsthand how to create your first invoice I'll talk about some of the configuration settings and some of the various features available and we'll give you the tools that you need to go start generating invoices for your business at the end so with that I'm going to go ahead and I'm going to bring up a web browser and we're going to go to ap.com sorry seems we're having some go-to meeting issues with the web browser be one there we go okay so for those of you who are brand new let me give you the quick um couple minute introduction to what o is so APO it's a cloud-based business management platform and we have different applications inside of our platform in fact we have over 50 total applications involved and we've split these applications into various categories so you have your financial applications which is what um invoices and estimates belong underneath and also the receivables app these are all part of your financial suite and then you have a CRM Suite we have project management Supply Chain management basically every tool that a business needs to operate so you'll notice a couple of those app that I mentioned are all in these different areas which is really what APO is all about is integration between these various applications that we have so we have over 50 total apps they all do one small specific purpose but the idea is that they talk to each other and they're able to share data across each other to completely automate your business flows so that's what gives us the capability to go from your CRM system where we have a sales opportunity track all the details and move over to financials and issue an estimate then we can move into project management to track our hours and create time sheets and then we move back into financials so the idea is that your data is going to follow you from step to step to step you're never going to have to re-enter anything and your apps are always going to be able to work seamlessly with each other so with that we'll go ahead and we'll long into my demo account um as we mentioned it's cloud-based so every user is going to get their own email and password to go ahead and log in and we're going to go into our demonstration firm gloal Tech now um first just to get around the application if you're brand new when you go into the app you come into what we call our our Central homepage and we have a series of links over here so I can go view the newsfeed which shows me what has been going on in the business so if any invoices had recently been paid or recently been created by a colleague I would be able to see them right here and if there was something related to the invoices I could actually click on it and go view the invoice so since this is an invoicing demonstration I can show you how this news feed can actually be filtered so if I'm the finance person and all I'm really interested is changes to like the invoices or the receivables then I can actually filter down this news feed to show me what's relevant to me so I'd be able to select all apps I can go to financials and say what has been going on in invoices and now I can see hey here Kenny he just created a new invoice for the customer Max laon for $100 four days ago and if I wanted to view that invoice I could do so just by clicking the link it would take me into the invoices app and I could view that app so but let's talk about if I wanted to to go create an invoice or if I want to go search through all my invoices then that's where we want to go into the invoices app so as I mentioned there's over 50 total apps and we can browse them by category and those same apps that we saw on our APO website are available in this navigation across the top of the page so you can see here I've got like projects leads contacts but these can actually be customized for whatever you want so let's say I'm the financials person I want to customize this where I've got invoices and receivables up front Center so I could go access them by clicking more and I can go to financials click on invoices but that's a few different um actions I have to do with my mouse so I have the option to hit customize my apps and instead I could actually make invoices one of my top apps so here I'd be able to select invoices from this list and that that'll become available um with one click from wherever I am inside of apptivo so let's go ahead and we're going to take in voices and let's do receivables as well okay so actually this is I'm glad this came up so it looks like I don't have receivables added so if you run into this scenario where you find an app um you're looking for an application that you don't have available in these lists then what we can do is we can go and actually add the app from the App Store so here I see I don't have receivables and that means I can go click in the upper right you'll see a link for App Store and then when we come into here we're going to have a list of every single app that's available in the system so just to keep in mind uh most brand new users who come on the system they're very rarely using more than a few apps so it's very common if you're just looking for invoicing you'll sign up you'll utilize maybe four or five applications total but the idea is that everything is always stored here in the App Store free to access and use later on so here I'm going to find the receivables app and click on add app and now when I go back to my list the receivables app will be available so I have the option now to go to customize my apps once again and I'm going to make receivables my number two app okay so now I've got it set up for somebody in my position who I need to work with the invoices very commonly so let's go ahead and go into the invoices app so I'm just going to click on this link that says invoices and it'll take me to what we call the app homepage for invoices and here I want to show you a couple of the general controls so right in the middle we'll see that same news feed which is identical to what I did when I filtered that news feed on the homepage and then we get a list of recent invoices that we touched on so all the invoices that I've been working with lately will pop up right here but then you'll notice when I scroll around um I have this left column which is a navigation and also this bar across the top which never move so these are going to stay with me throughout the app so when you're bouncing around APO using uh the various features you can always look in the upper left and you can find the app that you're currently browsing right here and if you ever want to get back to this homepage you can either click on the app name right there or there's a little home icon right here so it always takes you back to the the main um Central homepage of this app and let's talk about these other two buttons that you have available right here so these are um two different settings so one of them is notifications which every user has access to notifications and this is how you stay up to date with what's going on in APO so that news feed I showed you by default every event that can occur in the system um so like an invoice getting deleted or getting sent out to a customer they' both show up in the news feet if there was an event that I I felt like I did not want to see I would have the option to uncheck the Box in so that would never show me when an invoice is voided within my newsfeed but let's say there's an option that is very important to me um so for example when an invoice gets paid then I can also subscribe to receive an email about that so that means whenever an gets paid regardless of who paid it whether it was paid online or whether my employee manually entered it AP is going to send me a quick email and just let me know that an invoice has been paid and I can log in to check out the details so as soon as I hit save then I would have those permissions set and just keep in mind it is user specific so one user like maybe just your accountant could subscribe to the invoice payment being recorded but maybe somebody on your sales team wants to know whenever an invoice gets created something along those lines and that covers the uh notifications this other link is settings so this is only for administrators of the system and we're going to come back to this in a minute but just keep in mind there's tons of different settings that can be changed about the app that change the way it works but we designed the invoices app to be very simple for you to be able to create your first invoice without even doing any sort of configuration changes to the settings so with that we're going to go back to the homepage and I just want to give you a quick tour through this left column so here on the left is just the various ways that you can filter and group together your invoices so I can very quickly bring up um the a set of invoices by status so I want to see all the invoices that I've sent out that haven't been paid yet I have them available here if I want to look at all the invoices I voided I'm just able to filter them down by status and we also have a couple quick views for um invoices that require special attention so we can see all the past du invoices so the ones that we've sent out that have gone past the expiration date that we need to follow up with and get paid for and we can also just get a list of every invoice that's in the system sent out to the user that has not yet been paid and in addition of that we have a couple other types of um special features inside of the invoices so let me talk a little bit about the types of invoices in APO we have um three more four types of invoices depending on how you look at it so the first of which is just your basic invoice I'm going to hit create new invoice I'm going to type in some products or services and I'm going to be done with it and that's just where I'm manually typing in everything I'm creating it on the Fly it's usually meant for very basic transactions typically only for like a very small company and then we have um we have some other variations of this basic invoice or really of any type of invoice so another one is a recurring billing invoice so we have two different types of recurring invoices the first is recurring billing and the second is what we just call a recurring invoice so the recurring billing it you it has to be used with one of our integrated online payment options so authorize.net or PayPal are the two companies we support and what that means is you're going to send the invoice on the invoice is going to say that this is a recurring invoice meaning they're going to be build the value of this invoice on Whatever frequency you def find so let's just say for example I'm um I'm going to create an invoice for my services I'm a consultant and I have a $500 monthly retainer so I could create a recurring billing invoice it says the value of this is $500 it's for one month of Consulting and you're going to be build on the first of every month for this automatically so that means once they accept the first bill and on the first of every month it's going to automatically debit their account through this online payment service the other very similar type of invoice is what we call the recurring invoice and it works the same where you're going to set up the frequency I could say okay it's $500 monthly retainer s that on the first of every month the difference is the recurring inv invoice is a request for payment meaning it's going to send the invoice to the customer and the customer is going to pay it every single month whereas on recurring billing they're going to accept it the first time and the payment occurs automatically um on every month after that so that's just a slight difference um we'll dive a little bit into the details on that afterwards but from that I want to move on to the the last type of invoice which is an invoice that gets generated from another area of apptivo so those are all the basic invoices where I just hit create new invoice or new recurrent invoice but you notice we have a ton of other flows and this is what that flowchart I was showing you is um I can take any data from another app in apptivo and then I can generate the invoice for it so that means it's actually going to pull in like special time sheet data or special work order data depending on the exact flow that I'm going through okay so the reason I was explaining all that is because you notice I have all the settings turned on in this demonstration firm so I've got a special menu just for recurring invoices I've got a special menu just for recurring billly and I've got these various invoice cues so all of these are related to those special types of invoices but keep in mind that each one of these can be disabled if your business does not utilize them so let's say for example recurring billing my company doesn't ever do recurring billing in that scenario that's one of the settings we have available where I can go into payment settings and I can disable recurring billing and once I update that then when I come back here you'll notice my recurring billing option is no longer available so for you brand new users you're going to come in and none of these special features will be enabled so that means um when you first navigate in you're just going to have all the basic menu items like this okay now last couple items that you want to be aware of here um we have a payment reminder system so as I mentioned you can filter by your overdue invoices but we can also actually set up apptivo to send a special email message to them um so we can have it there's two different ways we can do it um it can either queue up and send it later or we can actually have it send automatically but basically what allows you to do is I can set up um an a late message for one week after or two weeks after and each time um each frequency like or each past due notice can have a different email that goes out to the user all right and then the last section is reports so just like all of the other applications we have reports in apptivo and they're broken into two kinds of reports so I could do like a General summary if I want to see um how much invoicing like how much invoicing I've been doing how much money is outstanding how much I've been paid and what my collection rate is I can do a report for that just give me some quick Intelligence on um how my billing department is doing so you can see here my I'm only I've only got a 10% invoice payment rate obviously this would be a problem in a real business and I can also do our custom reports so that's any search that I can do so if I want to find like all of my paid invoices with um immediate payment term during a certain time period I can set up whatever sort of filters that I want and I can always save one of these later so the these are my um paid invoices with immediate terms and I have the option to share that with my colleagues and whenever I save that as a report that actually becomes available here so if I wanted to rerun that search and get that filter of invoices real quickly for me just to rerun that and get that set of data back at any time I want okay so those are the general controls um of the invoices app that's how you kind of navigate around um how you manipulate your data once it's in there but I mean now we got to talk about creating an invoice so let's create an invoice right now so as I mentioned there's those four types of invoices we're just going to create the basic one we're going to create an invoice we're just going to add some services on there and we'll be done with it so with that I'm going to hit create invoice we're going to go to create new invoice and here we'll be asked to select whether we're going to include product services or both and we can configure this so it doesn't ask us every single time in this scenario we'll just say that we're going to add um we'll do both okay so up here we just start filling in the basic invoice details so here um either I have an existing customer that I'm going to send out this invoice to or I could potentially need to add a customer so this is an autocomplete field I could type in a customer name or if this is a brand new customer we allow you to generate that right here so I could just start keying in my customer details and what this will do is it'll actually create a customer over in the customers app of the CRM system so it's stored for later and at any time you'll be able to bring up this customer record and see their invoice history which I'll show you in a moment after we finish this but for this example I'm going to go link it up to one of my existing customers you'll see it'll automatically pull in the sales representative who's assigned to that customer this is just stored in the CRM already and I'd be able to um select a contact at the customer who this is specifically addressed to and this isn't optional step okay so now we've got a couple other fields that we want to fill in so we have the payment term um immediate just means they need to send this payment right away or we can allow them um a certain time window in order to pay the invoice within and all of these can be completely configured so these are just the default payment terms that apptivo sets you up with and then here we'll select our template and you'll notice I have several templates here by default you're only going to have one template our default template looks quite nice you don't need to do any modifications but after we create this first one I'm going to show you how we can actually customize the invoices to look just how your business wants them so this is the look and feel template of the invoice then here we do have multicurrency support in apptivo so if you've enabled this setting you can actually pick which currency you would like to collect for this um for this invoice so we'll just leave it as USD by default for now but be aware that feature is there and then we'll select the date of the invoice uh nine times out of 10 this is going to be today but you could potentially predate or postate an invoice if you so wish to and lastly we have a discount that we could apply so if you just want to give them a 20% discount it's real simple or if you have a flat amount that you're going to provide to them you can do so right here and then we have this uh notes to customer section so this is templated um we can change this within the settings but this is just a short little message that's going to appear both on the PDF file and um on the web page that gets sent to your customer once we're done and these fields right here these are actually custom attributes so these are additional fields which a certain business may or may not need these don't come installed by default but attivo has this feature called custom attributes which lets you build whatever Fields you want so you can see in this example um maybe I'm signing a contract when I send this invoice and I want the contract details cited on this invoice when I collect the payment from them or maybe I have some details about like when I'm actually going to deliver um this product out to them so I've got some additional Fields here basically you can Define whatever you want and I could fill those in at the time of creating the invoice and they um they have the option to either be visible to you or be visible to you and your customer so that's something we can actually set up inside of the template okay and then down here um we actually have to add the the value onto the invoice so before you mentioned or we saw that we selected services and products so here we have two sections for each one thing I want to point out is you'll notice each um line that I add so if I add like three service lines they have these extra Fields right here here these once again are custom attributes just like these fields up here that are present for the entire invoice we can have custom Fields present for each individual line item that goes onto the invoice so I can actually select attributes about this specific service or this specific product that I include but in this example um let's just go ahead and say that we're going to um we're a tech company we're going to go some equipment at this site so we'll just start we'll charge them service in um some installation services so we'll say this is going to take us five hours to we type in the rate and um if there was any taxes that would apply to that we'd have the option to apply them here so what'll happen with the tax codes is basically an nativo we allow you to configure whatever sort of tax rules you have um it works both for all the US tax laws as well as nearly every International tax law as well so this is part of the initial setup where if you need to apply taxes to your services or products you want to type it in so I mean for example here in California I could type in a code for California sales tax and I could say it's eight 8% um it's not necessarily accurate but I would key in the current values that I need to process and then that would become available so I could actually apply that and if I look down at the bottom it would apply the tax automatically appropriately based on the discount and everything that you award but you don't have to apply a tax code so in California you don't have to charge tax on services so I could leave that blank as well and you notice the subtotal right there it's 250 for the calculation of those and then down here I want to add products so in apptivo we actually have a separate app it's called the items app and that holds your entire product database so I mean we can either search our existing product database if this is something we sold in the past so I could begin keying it in and it would autocomplete show me the products available or once again if I didn't have a product yet if this is my very first time I can create a product right now so if I hit new product right here it's actually going to allow me to sa the details and I can type in whatever I want so if this was like some sort of Hardware equipment um I could type it in here but let's say I already have it in there so this is going to be like a Dell server that I have to add and they need three of those you'll see the description I have stored in my product database gets automatically ported in the price I have from the product database already pulled in all I've got to do is one I got to add the quantity and then I can specify if there's a different price so in certain scenarios maybe you mark up your standard price just for this customer um and I could also charge tax on it so maybe here I need to charge the sales tax because this is a physical product now one comment on the difference between your services and your products is keep in mind a lot of the time it's actually going to work well for you to treat a package Service as a product and store it in the items app so let me give you a good example is if I have a service like this installation and some jobs it's 5 hours some jobs it's 20 some jobs it's two that's not a very good candidate it's not like a package service with a flat price but let's say I have I sell I sell these servers and I have a standard training package I'm going to give you a two-hour training session after any server installation it costs $200 no matter what and it's the same for every deal that I do in that scenario it actually will save me time if I store that as a product and I include that um as if it were like a physical product but just as a package product um on here cuz the benefit of that is one I can store the standard price it's going to be easily searchable for me so I don't have one in there so I'll create one right now and also you notice I could store the description about it so I could type in these preset details I could say it's $200 and I can even say um a preset tax code that I'm going to charge for it and what this allows me to do is now whenever I create a future invoice all I have to start doing is typing in 2hour server training and all my details are going to come through I don't have to bother typing in the description up here or um worrying about having to like wonder what price I'm going to charge or whether it was consistent or not it's just there and available for me so I would go through um at this point I've added my products and my services got all my details on there the last step right here is you're going to notice that um it's talking about setting up online payments so one of the features of APO is yes you can use this as standard system where I create the invoice it sends the the PDF file out to the customer they print the PDF file and they they send me a check or they pay me through another means but we actually have integrated with several online Partners where if your customer wants to pay you electronically through with a credit card or maybe through an e check or PayPal or something then we actually allow you to integrate where it'll send them a link to review the same invoice details and they can pay it immediately online so if you are interested in one of those payment options You' actually be able to click um set online payment options and it shows you all the various options here so on the payment methods there's two different kinds of methods you'll see here one of them is an integrated payment method which we've actually we've got a special integration we've worked with that third party and we've set it up electronically where um it'll actually process the payment through them and the second type is a custom payment method which is something that we've given you a couple basic default values so you notice we have cash and check but it allows you to Define your own type so some people might um have a special bank wire transfer or another payment Gateway where they they will accept the payment but you have to call them up and manually arrange that um manually arrange with them in order to accomplish that so you're able to include these other payment types that you accept even if they're not able to click the button and just click pay now so these other values will still appear at the bottom of the invoice right below so they're aware that they're available for them so those integrated payment methods I talked about um the options are authorize.net which is very popular just for General credit card processing then we have Google wallet and PayPal which are both popular online payment gateways as well and lastly we have a company called zitar which actually has a very very favorable fee structure where um they actually only charge you 1% transaction fee and up to a $5 maximum versus most other businesses average about a 2.9% transaction fee so there's a significant savings opportunity available through that service but basically um I would configure the services I want so let's say for example I I don't want them to be able to pay through cash I can disable this feature that means it will not be visible to them and also for these online payment options the first time you send an invoice if you want to accept Paypal then you need to set up your PayPal account one time and I'll walk you through the basic steps for that so basically if I wanted to configure PayPal I would hit edit and I would have the option to create a new PayPal account or if I'm an existing user I can click through to the next step and now it's going to give you some instructions and basically these instructions are you navigate to paypal.com you're going to log into your business and you have to click through a couple menus and what you're getting to is you're finding a special API key and password that are unique to your account that allow apptivo to communicate and um submit payments directly through your app your PayPal account so if I hit next here then you'll see I've got the API username password and signature so these um they're available within PayPal and actually I might take a moment to show you on PayPal itself but uh basically we have a link that shows you each step along the way it kind of highlighted on the previous step there but if you need assistance we can go to PayPal setup apptivo and we have tons of help documentation so first link right there I'll be a click through here and it actually shows you uh you have to click through like four or five different menu items and the these steps are different for each payment provider but this is just a onetime thing you run through these menus you grab your details and then you're going to key them into APO and hit save so I would go through I would enable any electronic payment options that I do want to accept and once I'm done I can just go ahead and close up this window and at this point I'm basically ready to send um there's a couple more specifics which they're only needed in some scenarios but like let's say for example I needed to charge shipping I could key in my shipping right there um I don't really want one cent whatever shipping costs are involved we have support for promotion codes so you might have a coupon code that gives a 10% discount if so you could type in the coupon code here and apply it just like you could on like an e-commerce site that you're used to and we also have a system called credit notes where you can like issue a refund or accept a prepayment from a customer and it'll automatically apply any credits that are available to this invoice so you can see I actually have over $88,000 worth of credit for this customer so I could just take this opportunity to um use all of his credit on this and it would reduce the total value of it but let's say that they don't want to pay with their credit yet that's stored for something later I can leave it um unattached and you'll notice the full amount is still due so at this point I would just review my invoice I see everything's very straightforward it's ready be sent out to the customer so down at the bottom we have two options um well actually three options sorry first of all I could preview it so I can click on this and it's just going to show me how it's going to be visible to the user so here's all my basic details it's going to pull in the bilding and shipping um directly from the customer record and here's your notes to customer and all the individual line items so if that looked okay then i' would be ready to save it and the options are either I can deliver this via email to my customer right now or I can just save it uh for later so then I can go maybe I have to review it I have to get manager approval or something and send it at a later date but for this case let's just go ahead and send it straight via email out to the customer so when I press on email invoice it's going to take the email address of the contact that I selected I could type in any additional emails that I wanted to here and then you'll notice it has this pre-populated message so this can actually be configure you'll see I have several different email templates which are available within the settings and pick which template I want and I'd be able to send this out to the customer so I'll go ahead and um I'll send this to myself so I can show you what this looks like and let me go ahead and bring out an email in another window okay so I've just sent out um now it takes me to the invoice details so I mean if I went back to the invoices homepage it's going to be has a status of sent okay and oops C another link so it says Kenny Clark who is that user I logged into has sent you an invoice number 1072 there's that message we have we'll see it's attached a PDF file so I can go ahead and I can download this PDF file right now and it also gives me a link to a web page so here's the PDF file very very basic be able to scroll around here just the total amount do that we just saw a moment ago on the preview and this web page will show the same data so on this web page we have all the same information but you'll notice the differences down here we show the payment options so the other payment options like cash and check they're available right here um and then we have the integrated payment options right here so this one in particular is authorized.net this is the direct credit card payment so from here um it's up to the customer to decide how they want to pay so if I want to pay with my credit card as a customer I would just hit pay now very very simple I'm going to key in my credit card details and I'll be done I'm going to submit it and it's going to send the administrator an email and tell them that the invoice has been paid but let's say that I want to send a check uh or I want to do a wire transfer so in that scenario I'm I'm either going to give you a call at the business or maybe I'm just going to print out that PDF file and I'm going to mail you a check and in that scenario where they mail you a check it's not done electronically we need to record the payment in APO we need to create that receivable we talked about so if it's done electronically apptivo will actually automatically change the invoice status it'll mark it is paid and it'll create the receivable for you but in that scenario where they sent us a check we're going to have to record this payment manually so when we get um when we get an email says or sorry yeah when we get the the mail so the check in the mail we would say okay well this is for invoice 1072 we're going to bring it up inside of the app so I mean maybe we do a quick search bring up invoice 1072 and now we need to record the payment against it so what you'll notice is when you're looking at the invoice um I have the option right here to record a payment or I can go over to the payments Tab and this would show me all the payments available so let's say that this customer they actually only sent you half of the value of the invoice they said oh well I'm a little short of money I'll have to send you the next half in a week so we do support multiple payments where on this first payment I could say they sent me a check number 998 but it was only for $2,000 and you'll notice there a little check box right there for Mark invoice is paid and if I leave this unchecked then it's going to leave the invoice status as sent it's it's not completely paid yet but it will update the balance of the invoice so here I see the payment comes in this payment would appear over in my receivables app if I went there I would see it pop up um but now if I go look at like the overview tab of this invoice then sorry let me get out of this okay sorry so over on the overview tab then I would actually have the option to send it um over to the customer so down if I look at the bottom I'll see the amount paid is deducted so that the remaining is 1992 50 and I could actually send notification of that back out to the customer so hey I received your payment you still have the remaining 1,900 due so I could have a different tempo for that if I want I could customize the message but you'll notice on here um or the PDF file it'll actually give them the details so they can kind of treat this as a receipt for payment and also just so you could remind them that they still owe you so if you scroll down here we're going to see the same details available so let's fast forward two weeks let's say they've got the new updated inv voice and now they send you another check um for the remaining balance so once again I'm going to come to the invoice click payments but this time when I hit record payment you'll notice it's automatically set to the remaining balance I can say okay maybe this is check 9.99 and for this time I'm going to Mark the invoice is paid this is the last payment I want to accept so what happens now as you'll notice up here it changes the status of the invoice and once again the ability to send out um information to the customer has sort of changed a bit so if I go back to this overview tab that send button has changed to send payment notification and once again I have a slightly different email template but I could change to whatever I want and if I bring up this PDF file it will now be slightly updated once again where it'll show that the invoice has been paid so up top Big Red Letters paid and down at the bottom it'll show the total less the paid amount with a balance of zero and at that point everything would be completed um your invoices all handled and all you would have remaining of the invoice is of course it would be um in the invoices app is paid for later on but I could also go to the receivables app and if I wanted to see like all my receivables from check here's everything available I could also look like by the date that occurred everything like this okay so that's the end of the um the basic invoice flow um we're basically at the end of the time so with these last couple minutes what I would like to do is I just want to show you what might happen after the invoices and also talk in detail about a couple of the configuration settings for a little bit more advanced usage so back into the invoices application let's say you're in the scenario where um you need to export this data out to another system so maybe you need to export it out for like tax keeping purposes or something along those lines it's a very common scenario where you like have an outc count outside accounting software so we do offer an export feature inside of apptivo and it exports to the common file format which is ifif which um it works directly with QuickBooks where it's a onestep import and a lot of other popular accounting software such as zero also support this so there's a common flow where you go through you can find all of your paid invoices and it's very simple to select any series of invoices and you can export it out to that downloadable file and there's also several reports which allow you to get the data out and um make it available in other areas so you can see I can do commission reports so can get um a detailed list of invoices just for like one customer something along those lines so basically just being able to take the invoice data and move it elsewhere if you should need to and then let's take a quick run through all the various settings so here um the payment settings there's a couple different features here um multiple currencies so we saw that I could select whatever currency our customer receives that's available right here um you can actually design the software where if a customer accidentally pays more than they were supposed to you can generate a credit note that can be utilized on their next invoice and then we have those recurring invoices and recurring billing features which are available slightly more complex setup but you can operate those types of invoices the payment method so same ones that we saw within the create invoice you can always update them from here you don't have to be in the middle of generating a new invoice I mentioned the payment terms can be configured and also the taxes so the taxes if you're a us-based company it's pretty simple it's usually just a flat percentage but um some countries do have more complicated tax codes such as Canada or New Zealand where you have to do special ta stacked tax codes one applies after the other uh we do have support for all of these we have the ability to apply the tax codes either tax for the entire invoice or the tax for each individual line and basically we have tons of help articles so like let's say if I was alert to Canada and I want to know how to set up my tax codes I can just do Al Tada tax codes APO and we have an article for basically all the major countries out there so you just hop on there search for it and it would tell you exactly how to set up the taxes for your specific region okay so the one really cool thing which I haven't showed you about is the customizability uh so there's two areas you're going to customize to get shown to the user one is the PDF template so that PDF file downloads to the customer's computer um and the visual presentation of that and the other one is the actual message that's sent to your customer so so those various emails that get sent when you're delivering the template you can completely customize what they say and what's included within them so first let's talk about the PDF template um it's really common to have different templates for like different types of products so especially if you have you're a larger company with multiple divisions you might have one basic template um just for like a retainer service and then you might have one template for a long complicated project that you operate that's several hundred, something along those lines um so you can see here I've about several different templates but I can create a new template whenever I want or I can make an adjustment to an existing template by hitting edit when I edit a template um I'll get this drag and drop interface so over here on the left I can get kind of get a preview of what it's going to look like one thing to be aware of it shows work orders Milestones projects and everything these tables they only appear if the type of invoice you're generating includes that so if you have an invoice without any tasks then it's not going to show this tasks table you don't have to be worried about that so up here um you'll see I've got like the logo and all the basic business details if I wanted to remove something it's as simple just hitting the x mark right there and if I wanted to add a new piece of information uh basically I just have to figure out where is that information coming from so let's say I had one of those custom attributes on my invoice and I wanted that to show in here so I could click invoice custom attributes you can see here's my two sections of attributes I had so the fields I could have filled in and I can click and I can drag over an entire group of fields or I can drag an individual one and then that means that any of those custom attributes filled in would populate here on the PDF file and you'll we have several different areas you can pull data there's lots of different fields that you could pull in we've only showed the basic details available here but I can drag and drop and push this information into the template wherever I would like to have available okay so that's the PDF template editor uh you can play around with that just customize the look and feel your invoice and the next one is is the message so the message templates they apply to two different things one is when you're first sending out that email there is an email message so just like hey here's your invoice thanks for doing business with me um and then there's also the messages for our payment reminders so I mention we can set it up where when an invoice is 14 days overdue we're going to send a specific message so here I've got my standard Computer Services message where maybe I have one message I send depending on the type of service that's included and it's pretty basic basically I'm just going to name my template computer services and then I have the subject B and the message that gets sent to the customer so the only thing here is I would type in whatever message I want but you'll notice in a couple spots it says like contact first name and this information will be dynamically replaced when whenever you generate this message so that means it's going to replace customer name with whichever customer is assigned to the invoice that is for this message and this link to invoice is that link to the web page so for example if I'm in a business who never wants to accept online payments I just want them to have the PDF file I could remove the link to invoice and then the customer would never be able to get to that page to try pay online so here I got it completely customizable if I wanted to add a new field your actually just buttons over on the left so you can see like hey if I don't want to call them or let's say I want to call them by their first name and last name then I could actually say contact first name then just click the button and it would throw in the second variable so I can make this look and feel however I'd like and as you notice I can manage multiple different templates and that's for the reason of this so let's talk about the reminders real quick before we head off so reminders very cool feature um basically like I said you can set up a threshold so here you can see I've got 20 and 10 days past du and I can say what's going to happen at that point so uh basically there's two things I can do is one I'm I'm going to select what message goes out so see one day after it's passed due is a pretty friendly message but one year after it's passed due you're you're not going to be so friendly with the messaging in there and also you can send or you can choose how it's going to get delivered so maybe you're perfectly okay with a a friendly warning going out 10 days after every invoice so friendly reminder message and I'm just going to have it send automatically but let's say for the ones that are a little bit less friendly where maybe I want to I want to double check make sure there was no error before I go send out that reminder I could say that one should get queued up and wait for approval so you'll notice I've got these two thresholds where this is how I created them as I just said you see it's real simple 10 pick the message template and automatically send and that produce this one and basically what it's saying is at 10 days I'm going to send out my friendly message it's going to go out without me knowing about it just going to happen but at 20 days it's going to draft a message which is a little bit more of a demand for payment and it's going to show it in my que so that means 20 days after something is passed due I'd be able to click in payment reminders and I would see a reminder pending right here that I would have the option to send but it wouldn't be delivered until I explicitly said it was okay and that's it so I mean that would be the reminder system um other than that there's tons of other features available so we didn't even dive into the details of generating an invoice from a project um or various ways to do that so what I would like to leave you with is how to take the next steps and find more information if you need to so um I'll bring back a right here but basically you can feel free to contact the general support team or myself directly uh if you have like basic questions anything that you need immediate support with definitely contact the support team but what I thoroughly recommend is checking out the answer site so we have tons of information available here that it should answer just about every question you have so let's say for example I want to know how to um convert project let's just say like what project to invoice conversions are available I can type in something like that and then I'm going to see all the various um options related to it so let's I can see here how do I invoice one single Milestone of a project um or how do I convert a project to a time sheet or how do I invoice from a project directly there's all these different flows that you can do we have a step-by-step guide on each and every one of them so you just be able to click here then you'll get some nice um a nice step-by step with all the individual screenshots and everything you need in order to uh figure this out on your own so yeah I mean with that we'll go ahead and wrap up if there's any final questions go ahead and ask them now and if not I'll be dropping off in a few moments but thank you all for attending and I hope you have a great day