1. Open a New Invoice
Click the menu items Financial > Invoices > New Invoice to open a new invoice. Note at this point the status will be set to Draft, the invoice date defaults to the current date and the invoice number is assigned automatically. If you need to, you can enter a job number and purchase order number in the fields provided.
2. Select your Client
Select the client from the Client drop down. Note that to send an invoice to a customer, the customer/client must be in the system. If the client is not in the system you can add them quickly by clicking the "+" and entering their details into the pop up window. Simply create and save. This action will add the client into the system and allow you to select them in the drop down.
3. Build the Invoice lines
Now you can start building the invoice lines that you will be charging the customer. Click the Add New button at the base of the invoice lines area, and a new window will appear like the one below:
There are three different methods to enter invoice lines:
Items & Unit Cost:
This method is best suited to selling products or items. You can enter a unit cost (the price for one unit/item) and the quantity of items being purchased to calculate the total amount charged on the invoice line.
There is a drop down box that allows you to select pre-set items that you sell. For this to apply you must have already entered items that you sell under your My Company record in the Charge Rates tab in the Invoice Items & Unit Costs box. The benefit of doing this is that you can quickly select items and you don't need to type the item description and unit cost manually. See How to: Set Up Your Blink Account for more information on setting up items that you sell. If you select one of your pre-set items the unit cost will automatically default to the value you have entered in your My Company record. You can manually override this amount if you want to amend it.
If you don't wish to use the pre-set items you can simply enter your product into the item box then type a unit cost and quantity to calculate the total amount charged on the invoice line.
The Tax field will default to GST, if you are not charging GST on this line item then you should change it to None on the drop down.
Tasks & Rates:
This method is best suited to selling services. You can select this method by clicking the Tasks & Rates radio button on the form, note that the form will change and will look similar to the one below:
There is a drop down box that allows you to select pre-set tasks that you invoice for. For this to work you must have entered items that you sell under your My Company record in the Charge Rates tab in the Invoice Tasks & Hourly Rates box. The benefit of doing this is that you can quickly select tasks and you don't need to type the item description and rate manually. See How to: Set Up Your Blink Account for more information on setting up tasks that you invoice. If you select one of your pre-set tasks the rate ($) will automatically default to the value you have entered in your My Company record. You can manually override this amount if you want to amend it.
When you have either selected a pre-set rate or entered your own service you need to enter the duration worked, you can either select from the drop downs or type in a value for the hours and minutes worked. When your cursor leaves the boxes the total amount charged on the invoice line will be calculated for you.
As with items (above) the tax field will default to GST, if you are not charging GST on this line item then you should change it to None on the drop down.
Custom:
This method allows you to enter ANY charge item and amount. It is particularly useful for one-off charges and items. You can select this method by clicking the Custom radio button on the form, note that the form will change and will look similar to the one below:
Enter any item description and amount and select the tax type to be applied.
When you have finished entering your invoice lines click Create.
4. Finalise your Invoice before Sending
You have a few options to finish off your invoice:
Show rates and duration on printed invoice: this tick box is used to determine if the final PDF invoice will have the rates/items details displayed on the invoice e.g. "[Qty -1] @ [$20.00 per unit]"
Show notes on printed invoice: this tick box will determine if the notes you type in the notes box underneath will appear on the final PDF invoice. This is useful as it allows you to enter private or client facing notes as desired.
5. Send your Invoice
You can send your invoice to clients using one of these options:
Email: To have Blink email this invoice to the client click the Email & Mark As 'Sent' button. You will be asked to confirm the email address (which will default to the email address entered in the Client Record under the Invoicing Details tab). Note that the replay address on the email will be your email address, SO any bounce backs will come directly to your email address. Note that when the invoice has been emailed the invoice status will be changed to Sent.
Print: You can simply print your invoice by clicking the Print & Mark As 'Sent' button. This will display the PDF invoice for you to print and automatically change the invoice status to Sent.
6. A final note about Invoices
The Properties box at the bottom of the invoice holds information about your invoice. You can view items such as the sent date, the email address it was sent to, and also a copy of the PDF invoice that was mailed to the customer.