Invoice Generation
Last updated
Last updated
Using the CRM, you can easily create invoices directly from your client records. This helps simplify your financial operations, speed up administrative tasks, and ensure accurate billing.
This guide explains how to generate, manage, and customize invoices, cost invoices, and contractor records in the CRM. You will learn how to enable the necessary modules and set up invoice settings. The guide also shows you how to manage both sales and cost invoices for your clients.
Additionally, it covers how to handle contractor data, connect with for quicker data entry, and improve your invoicing workflow. You’ll find details on managing invoice statuses, tracking payments, and setting up notifications to enhance your invoicing process.
Let's get started!
To use the Invoices, Cost Invoices, and Contractors modules, ensure that you select these modules when creating a new list in the CRM. If you forgot to do this step, you can enable them later in your list settings. Just click the Settings icon, and in the System Modules section, turn on the desired modules:
To maximize the efficiency of the Invoices, Cost Invoices, and Contractors modules, begin your journey by navigating to the settings. In the settings view, you will have the opportunity to customize vital aspects such as your data for invoices, currency preferences, measurement units, and various other essential parameters that will enhance your overall experience and streamline your operations.
Begin by entering the information in the Data for Invoices section. This is a crucial step where you can provide essential details about your company. Include important elements such as your company name, complete business address, VAT number, and the name of your bank. Additionally, don’t forget to add your business bank account number — the specific account where you wish to receive payments from your clients. By doing so, you ensure a smooth transaction process and maintain professionalism in your invoicing. You can also add your company's logo which will be displayed on the invoices.
Next, you can customize additional settings to enhance and streamline your team's workflow. Please select the checkboxes to indicate your preferences for the following options:
Restrict Invoice Creation - Choose whether only the owner has the authority to add new invoices.
Client Download Permissions - Decide if clients should be allowed to download their invoices only after receiving approval.
Invoice Number Assignment - Determine if the invoice number can be set exclusively after the invoice has been approved.
Facilitate Invoice Communication - Enable features that promote effective communication regarding invoices.
Invoice Notifications - Activate notifications to keep relevant parties informed about invoice-related updates.
These configurations will help ensure a smooth and efficient invoicing process for your team and clients.
In the Sales Invoices section, you have the ability to define essential details, including the default measurement unit that will be used throughout the invoice. This ensures consistency and accuracy in your billing process.
Additionally, you can select your preferred currency from a comprehensive list of available options, allowing for smooth transactions and clarity for all parties involved.
Similary to the Sales Invoices, in the Cost Invoices section, you have the flexibility to configure the default measurement unit that will be used for all cost invoices and your preferred currency from a comprehensive list of available options, allowing for seamless integration and accurate representation of costs in your transactions.
In the Contractors module, you can select a default mode that best suits your business needs. Here, you can choose the:
General model - specifically designed to cater to the diverse requirements of international contractors.
Poland-focused mode - it allows you to input data in accordance with Polish business regulations, ensuring that when you add new contractors, all necessary compliance measures are met and the information is relevant to the local market.
Additionally, you have the option to determine if you wish to consistently display the VAT ID for contractors. This choice allows for greater flexibility in how you manage your financial documentation and contractor interactions:
Upon entering the selected client's view, you will access the Invoices module, which enables you to create new invoices and proforma invoices easily.
To create a new invoice, simply click on the Add Invoice button. This action will open a detailed form where you can input essential information for your invoice, including the contractor's name, tax identification number, and a comprehensive list of items or services being billed. You also have the option to add any relevant comments or notes regarding the invoice and attach additional files if necessary.
Once you've reviewed and completed all the necessary fields, click the blue Add button to finalize and generate the invoice.
After generating an invoice, you’ll see the document number and the issued amount, along with options to manually update the document's status. You can set the invoice status as Pending, Confirmed, Cancelled, or Rejected, and choose the payment status as either Waiting for Payment or Paid. This allows for clear control and visibility over your invoicing processes.
To edit an issued invoice, first locate the edit icon next to the invoice in question. Click on this icon to gain access to the invoice details:
Once the editing interface opens, make the necessary adjustments to the information. After you’ve finished your modifications, be sure to click the Save button to ensure that your updates are securely applied to the invoice.
In the Invoices module, you can easily create proforma invoices by clicking the Add Proforma button. The layout mirrors that of regular invoices for a seamless experience.
Start by entering the required company details, then add the items or services you wish to include, along with any necessary notes or comments. Once everything is filled out, simply click the Add button to generate your proforma invoice.
Alongside standard sales invoices, you have the capability to effortlessly create detailed cost invoices directly from the client view. This feature enhances your workflow by allowing you to manage financial documentation in a streamlined manner.
To initiate the process of creating a new cost invoice, simply click on the Add a Cost Invoice button. This will take you to a dedicated interface where you can input all the relevant details for your cost invoice. After you have filled in all the required information accurately, proceed by clicking the Add button to generate and finalize your cost invoice.
After generating a cost invoice, you’ll see the document number and the issued amount alongside options for updating its status. You can set the payment status to Waiting for Payment or Paid, and choose the approval status as Pending Approval, Confirmed, Cancelled, or Rejected. Additionally, indicate whether a refund is applicable by selecting Yes or No, and specify if it relates to a sub-account or private fund, ensuring effective management of your cost invoices.
To edit an issued cost invoice, locate the edit icon next to the invoice in question. Click on this icon to gain access to the invoice details:
Make the necessary adjustments to the information, and click the Save button to ensure that your updates are applied to the cost invoice:
The Contractors module provides a comprehensive platform for adding and managing contractor data within a designated client account. This feature empowers you to efficiently organize and monitor all contractor information linked to each client, thereby enhancing the overall management of contracts, payments, and communications. By streamlining these processes, the module not only facilitates better oversight but also improves efficiency, allowing you to focus on building strong client-contractor relationships.
To add a new contractor, simply click the Add Contractor button:
In the next step, you will need to specify whether the new contractor is a Polish company, a foreign company, or a consumer.
If you select an option for a Company outside Poland or a Consumer, you will need to manually enter the contractor’s details:
If you're interested in the Poland-focused mode, it's worth knowing that you can integrate your list with the . This integration allows you to retrieve contractor data based on their NIP number, making it faster and easier to add contractors to your system.
If you select the option for a Polish company, you will be prompted to enter the contractor's NIP number. If you have the enabled, you can click the Get Data from GUS button to automatically retrieve the contractor's information. Alternatively, you can manually enter the contractor’s details if you prefer.
