About this process

  • Department: Finance
  • Responsible: Managing Director
  • Accountable: Managing Director
  • Consult: Managing Director
  • Inform: Operations Manager & Customer Relationship Manager
  • Date created: 25/04/19
  • Date last updated: 03/12/19

Step 1 of the process

A Contact is a Company.

In Navigation, go to 'Contacts / Customers' and see the contact (company exists), it not create one:

Information requested:

  • Contact Name (company name)
  • Primary Person (billing contact name)
  • Email (of the billing contact)
  • Add another person and add our primary contact at the company
  • Phone Number
  • Postal Address
  • Invoice Theme - based on Payment Now / 30 days (as per proposal payment terms) - if unknown, use Payment Now theme
  • Invoices Due Date - for anything other than ‘Payment Now’ chose ‘day(s) after the invoice date’ and how many days e.g. 30 if on 30 day payment terms.

Press 'Save'.

 

Step 2 of the process

In Navigation go to 'Business / Invoices'

If a one-off Invoice

  • Choose ‘New Invoice’
  • To - Contact Name (will pull through)
  • Reference - PO number or Contract number where applicable
  • Invoice Number - don’t add, this will automatically populate
  • Due date - this will auto-populate unless on ‘Payment Now’ theme if so choose today’s date 
  • Select Currency (GBP by default) - any other currency needs Director sign-off
  • Go to ‘Add an Item’ and add what you are selling.  
  • Add Quantity
  • Add Price (if points then see points price for client in proposal)
  • Add Sales
  • Tax Rate 20% (if outside of the UK it is Zero but don’t use unless board or WOW approval)
  • Press Tab

Examples

One-off Invoice Example 1:

Item

Quantity

Price (dependent on points price)

Newsletter Build & Training 

11

£125

 

Item

Quantity

Price (dependent on points price)

3 x Blogs

18

£100

 

If recurring invoice

  • Choose ‘New Repeating Invoice’
  • To - Contact Name (will pull through)
  • Reference - PO number or Contract number where applicable
  • Invoice Number - do not add, this will automatically populate
  • Due date - this will auto-populate unless on ‘Payment Now’ theme if so choose today’s date or Direct Debit 
  • Go to ‘Add an Item’ and add what you are selling.  
  • Add Quantity
  • Add Price (if points then see points price for client in proposal)
  • Add Sales
  • Tax Rate 20% (if outside of the UK it is Zero but don’t use unless board or WOW approval)
  • Press Tab
  • Choose ‘Approve for Sending’ and click ‘edit message’ and ensure that the invoice is being sent to any required people - the email message with auto-populate so no action required in the email body.

 

Step 3 of the process - if a direct debit

For a repeating invoice, you put the branding as 'Direct Debit', go to 'Invoice Options' and select 'Repeating' and add the start and end dates for the invoices to follow the first one. 

Manually send the first invoice including the Direct Debit link, which you must set up in GoCardless. 

The total amount in GoCardless must include VAT. 

If no plan exists, go to 'Create Plan', the name of the plan should match the description of the service in the invoice. Select the currency, amount, recurring frequency, check ‘Take Payment as soon as possible’, how long it is continuing for, choose 'Advance Settings' and redirect back to your 'Subscribe' page.

Press 'Create Plan'.

Click into the plan at the top of the list, click ‘invite customers’ and copy the link. Email the link to the billing contact at the client, with a PDF and link to the first invoice.

Topics: Finance Processes