Transactions: New Invoice - shopVOX Pro

Tyler MacDonald Updated by Tyler MacDonald

Invoices are the culmination of your business transactions, seamlessly tying together quotes and sales orders before being sent to customers for payment. Acting as the formal request for payment, invoices reflect the agreed-upon terms and details of the transaction. Integrated with your accounting package, shopVOX ensures financial accuracy and efficiency. Additionally, the platform allows for the inclusion of payment gateway links directly within the invoice, streamlining the payment process for both you and your customers. With its user-friendly interface and streamlined workflows, managing invoices in shopVOX becomes a strategic advantage for your business, enhancing cash flow and reducing the payment cycle."

The usual progression in order entry goes like this: Quote > Sales Order > Invoice. Typically, you've already started with an approved Quotation, turned it into a Sales Order, and from there, it transitions into an Invoice. In this article, we'll walk you through the process of generating a new Invoice, noting that it's often the case for Invoices to stem from a pre-existing Sales Order.

Lets create a new Invoice

  1. From the green + icon select New Invoice
  2. Fill in the initial details, and select "Save & Add First Line Item"
  3. To include line items on your Invoice, simply click on "+ Add New Line Item." Then, choose the product you want, fill in the necessary information, and click "Save." It's as easy as that!.
  4. Click the Action button on the right of a line item to edit, copy or delete the item
  5. Hover over the "T" to quickly display the taxes
  6. Click "Add Description For Customer" to add a description

Downloading the PDF

  1. To Download the Invoice as a PDF select "Download PDF" from the top of the Invoice

Emailing the Invoice

  1. To email the Invoice as a PDF select "Email PDF" from the top of the Invoice Screen
  2. You'll be prompted to enter the email details on the following screen. Enter in the Customer, Staff, Email Template, Format, Subject, Message and click "Send"

Payment Gateway: Integration for Payment Processing

Upon sending your invoice via email, you will observe an option labelled "Include Payment Link." Should this option appear greyed out, it indicates that you have not yet configured a payment gateway. Conversely, if it is accessible, you may select it to embed the payment link within the email.

For instructions on setting up your payment gateway, kindly refer to this [LINK].

Connecting to your Accounting software

Connecting your shopVOX account to your accounting software package is essential for ensuring seamless financial management and accuracy in your business operations. By integrating with various platforms, shopVOX enables you to synchronize data effortlessly, streamlining invoicing, payment processing, and record-keeping processes. If you haven't already connected your shopVOX account to your accounting software, it's crucial to do so to avoid discrepancies and manual data entry errors. This integration not only enhances efficiency but also provides valuable insights into your business's financial health.

For instructions on how to connect shopVOX to your accounting software, please click on this [LINK].

Adding Tasks to your Invoice

  1. Select "Tasks" and "+ Add New Task"
  2. Enter in the Task Details, Title, Description, Assignee, Due Date, Type, Start At, End At, Remind Before, Time Unit.
  3. When complete select "Save Task"

Adding Notes to your Invoice

  1. Select "Notes" and "+ Add New New Note"The power of notes lies in their capacity to mention a single user or others within your shopVOX system effortlessly by using the "@" symbol and selecting the individual(s) you want to notify with the note.
  2. Once you've filled in the note details and clicked "Save Note," an alert will be sent to all individuals included in the note.
  3. You can see the Note alert from the Alert Bell icon
Clicking on the Alert located on the Alert Bell icon, will take the user directly to the screen the note originated from

Seamless Integration with Accounting Software:

Enhance your workflow efficiency by effortlessly posting completed invoices directly to your accounting software. With this feature, you can streamline your financial processes, ensuring accurate and timely recording of transactions. By eliminating manual data entry and potential errors, you can maintain precise financial records and gain valuable insights into your business's financial health.

  1. Select "Post to Accounting" from the top menu bar
  2. From this screen, you can choose the Invoice(s) you wish to post, or you can select to post all Invoices

Explore Additional Options on the Invoice Order Screen

At the top of the Invoice Order interface, you'll find the prominent Blue Action button offering a variety of choices to select from.

Item

Description

Record Payment

The process of logging and documenting a received payment against an invoice or a sales order in a financial system, indicating the settlement of a debt or obligation.

Mark As Posted

Enables users to designate invoices or transactions as already posted in their accounting system, aiding in the organization and tracking of financial records with precision.

Print Box Labels - PDF

Producing physical labels or tags containing information about packaged items, typically used for identification, tracking, and logistical purposes.

Create Copy

The process of duplicating an existing record to create a new instance with identical or modified information, often used for efficiency or archival purposes.

Mark Fulfilled

The action of indicating that an order or request has been completed or fulfilled.

Sales Commissions

Monetary compensation paid to sales representatives or agents based on the value or volume of sales they generate, serving as an incentive for achieving sales targets.

Apply Discount Code

The process of applying a predetermined reduction in the price of goods or services by entering a specific code or identifier, typically used to encourage purchases or reward customers.

Attach to Project

Associating a document, task, or transaction with a specific project or job, facilitating organization, tracking, and management of project-related activities.

Show Inventory

Displaying information about available stock or inventory levels, including quantities on hand, locations, and status, enabling effective inventory management and decision-making. ( Available only with the Inventory Add-On )

Create Credit Memo

Generate documents detailing credits owed to clients, streamlining the process of handling refunds, adjustments, or cancellations.

Packing Slip - PDF

A document accompanying a shipment that itemizes the contents of the package, typically including product names, quantities, and descriptions, provided in PDF format for printing or digital distribution.

Partial Packing Slip - PDF

Similar to a packing slip but specifically detailing only a portion of the items included in a shipment, often used when fulfilling orders in multiple shipments or stages.

Invoice - PDF

A formal document sent to a customer requesting payment for goods or services rendered, detailing the transaction's terms, quantities, prices, and payment instructions, provided in PDF format for record-keeping and distribution.

Work Order - PDF

A document outlining specific tasks, instructions, and requirements for completing a job or project, provided in PDF format for reference, execution, and tracking.

For #10 Envelope - PDF

Simplifies the process of formatting documents for printing on standard #10 envelopes, ensuring professional and efficient mailing solutions.

Bill of Materials - PDF

A comprehensive list of components, parts, and materials required to manufacture a product or complete a project, presented in PDF format for reference, procurement, and production planning.

Quote - PDF

Generating a PDF document containing the details and pricing of a quote for customer review and approval.

Void

The action of cancelling or nullifying a transaction, document, or process, typically used to reverse an action or correct errors in a controlled and auditable manner.

Invoices serve as the central point of business transactions, encapsulating quotes and sales orders before being dispatched to clients for payment. Integrated within shopVOX, they epitomize the culmination of seamless workflows, offering the convenience of including payment gateways directly within emails, thereby expediting transactions for both parties. Moreover, shopVOX's integration with accounting software ensures precision and efficiency in financial management, empowering businesses to optimize cash flow and shorten payment cycles effectively.

How did we do?

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