Gro CRM Tutorial

Overview of Invoicing

Jan 01, 2017 Last Update

 
 

Introduction

The Invoicing section includes all the tools you need to create quotes and invoices, as well as credit memos. A quote allows a prospective buyer to see what costs would be involved for the work they would like to have done or goods they wish to purchase. An invoice is list of goods or services provided with the total amount due for these. A credit memo is a contract you can provide your client to apply to their invoice as payment or reduction. If a client pays more than the balance due on an invoice, a credit memo will automatically be issued for the difference.

Note: not all users have access to invoicing.

New Forms

The New Invoicing section lists all quotes and/or invoices created today. Click on the Today folder to view the list. If the folder is greyed out, no new quotes or invoices have been created today.

Invoicing Types

Invoicing Types separate your invoicing forms by type such as quote and invoice. You may rename these invoicing form types, however their function will remain the same. For example, maybe you'd prefer to title Quotes as Estimates. It still acts as a quote (a pre-sales action), but the name change option provides you with flexibility to better suit your needs.

To change the names of quotes, invoices and credit memos, you must be a system admin or manager.

  1. Click on the Admin icon in the navigation bar.
  2. In the ERP section, select Invoices.
  3. Scroll down to the Custom Type Names section. Simply click on a type to edit the name.
  4. Click the Save button in the upper right corner of the screen to save your changes.


Within Invoicing, you may click on Quotes to view all quotes or Invoices to view all invoices. To convert a quote into an invoice:

  1. Click on quote you wish to change.
  2. Scroll down to the Classification section.
  3. Turn the Convert to Invoice switch on and click Yes to the Are You Sure alert.
  4. Click the Save button in the upper right corner of the screen to save your changes.
Invoicing Labels

Labels group your quotes and invoices by different criteria. Because quotes and invoices are different, some labels do not apply to both of them. If a folder is greyed out, no quotes or invoices fall within that folder's criteria.

Labels include:

  1. Paid. This would show invoices only as quotes cannot be paid for.
  2. Unpaid. Shows invoices only that have not yet been paid.
  3. 30 Day. Quotes 30 - 59 days past the day they were created, and invoices 30-59 days past their due date.
  4. 60 Day. Quotes 60 - 89 days past the day they were created, and invoices 60-89 days past their due date.
  5. 90 Day. Quotes 90 - 119 days past the day they were created, and invoices 90-119 days past their due date.
  6. 120 Day. Quotes 120 days or longer past the day they were created, and invoices 120 days or more past their due date.
  7. Void. Quotes and invoices that have been voided.


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