Billing & Invoicing Best Practices

Billing & Invoicing Daily Workflow 

Invoice Account Settings

Tools for Billing & Invoicing

Billing & Invoicing Daily Workflow 

Do these actions daily (end of day or morning after) if you oversee billing for your business. These best practices will help you get paid faster, spend less time on collections and ensure your accounting is up to date. 

Watch the Billing & Invoicing Best Practice Webinar and/or follow steps below.

Confirm Billable Items & Approve Jobs

Go through completed Visits/Jobs on a daily basis to confirm all costs and billable Items are correct. Confirm materials, expenses, equipment, labor and service items have correct quantities, costs and prices. 

1. 1. 1. Open the Completed Jobs page
      2. Toggle to Visits in the top right corner.
      3. Apply Filters and adjust Date Range (e.g., Date Filter On: Completed on, Date Range: Yesterday, Last 7 days, etc., Assignee or Operation: This allows you to approve groups of visits at once)
         
         
      4. Confirm billable information. Review all Jobs/Visits, make desired edits to ensure billable Items and costs are logged correctly. Check for any "Needs Review" Tags.
      5. Batch Approve - click All, and click the Bulk Actions button, from the dropdown, select Approve 
         *Note: Approving Visits/Jobs will trigger invoice to sync to Quickbooks, by default, for One-Off Jobs and Per Visit invoicing Visits on Recurring Jobs. 
         
         

Send Invoices

Send Open Invoices daily to keep up with outstanding revenue. Be sure to take advantage of Invoice Automations to take this step off your plate!

1. 1. 1. Navigate to: Invoices > All Invoices
      2. Apply Filters (e.g. Invoice Date, Invoice Status 'Open'.) Learn more about Open Invoices here.  
      3. Click the checkbox in row 1, column 1 to check boxes next to all Invoices on this page.
      4. Click the Bulk Actions button and from the drop down, select Batch Invoice
         
      5. Select your Invoice Email Template, select correct recipients, select attachments, and make any other adjustments, if necessary.
      6. When finished click Send
         *Note: Follow these same steps to send an invoice overdue reminder email, just update the date range! Or, set up Invoice Automations to do this for you.

Customers can now review and pay Invoices in the Client Portal.

Invoice Account Settings 

This will only need to be done one time to ensure invoicing, payments and QuickBooks settings are configured for your business needs. 

1. Navigate to: Setup > Account Settings > Invoice
2. Configure Invoice settings 

Tools for Billing & Invoicing

Get Paid Faster

Reduce Duplicate Data Entry 

Communication & Organization