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Access the Invoices Page

  1. From the Ubersmith Dashboard, Click Clients.

    The Client Manager Dashboard appears.
  2. Click View All Clients.

    The Active Clients page appears.
  3. Click the client ID of the client for whom you want to view invoices.

    The Client Profile page appears.
  4. From the Billing/Invoicing menu, click View Invoices.

    The Invoices page appears.

Generating Invoices

Ubersmith automatically generates at least one invoice per month for every client. You can also manually generate an invoice at any time. 

  1. Access the Invoices page.
  2. Click Send Invoice Now.

    A preview invoice appears.
  3. In the Due Date field, update the payment due date if necessary.
  4. In the Pre-Bill To field, update the date to include line items for any services that are due to be invoiced for the current renewal period as well as any services that are going to start or renew between the current day and the pre-bill date you select.
  5. Deselect any service or account credit listed in the preview invoice to remove it.
  6. Click Update Preview to see the invoice with your updates.
  7. Click Reset Preview to return the preview invoice to its original state.
  8. Select Send Invoice Only to generate the invoice and send it to the client. No automated payment methods are attempted, regardless of the auto-pay settings of the individual services.
  9. Select Send Invoice and Process Payment Now to generate the invoice and attempt to auto-pay any and all configured services as the invoice is generated. Payment success or failure is immediately displayed on the resulting invoice. If the payment is successful it is applied automatically and reflected in the invoice. If it is declined, the invoice remains outstanding, and is added to the retry queue to be automatically attempted by the daily invoicing at a later date. Any services not configured to be auto-paid will not be included and will remain outstanding in the invoice. The notice for the new invoice will be sent immediately.
  10. Select Send Invoice and Process Payment on [date] and update the date to generate the invoice and allow the user to schedule an automated charge to happen at a later date. The notice for the new invoice is sent immediately. All scheduled charges will be attempted on their prescribed dates. Invoices with scheduled payments can be manually applied by a user or paid through the Ubersmith Client Portal, at any time. The invoice will remain outstanding until the invoice is paid one way or the other.
  11. In the Invoice Delivery field, select either None, Email Only, Print Only, or Both Email and Print.
  12. Click Send Invoice to officially generate and record the invoice in the client’s account.

Sending Account Statements

  1. Access the Invoices page.
  2. Click Send Account Statement. The Send Account Statement page appears.
  3. Click Send.

Adding Billing Disputes

You can choose to halt payment processing if an invoice is in dispute. See Configuring Billing Settings for more information. 

  1. Access the Invoices page.
  2. Click Add in the appropriate invoice row.

    The Manage Billing Disputes page appears.
  3. In the Description field, enter the text to describe the dispute.
  4. Click Add Billing Dispute.

Managing Billing Disputes

  1. Access the Invoices page.
  2. Click Disputed in the appropriate invoice row.

    The Manage Billing Disputes page appears.
  3. In the dispute entry row you want to edit, click edit.

    The Description field enables.
  4. Make any necessary updates.
  5. Click Update.

Viewing Invoices

  1. Access the Invoices page.
  2. Click view in the appropriate invoice row.

    The invoice displays with various options available. You can open the download a PDF or spreadsheet version of the invoice, or view the internal Ubersmith invoice. You can also mark the payment, and view any pending PayPal billing agreement payments.

Marking Payments

  1. Access the Invoices page.
  2. Click mark payment in the appropriate invoice row.

    The invoice displays.
  3. In the Invoice Paid in Full field, select it if the client is paying the total amount.
  4. In the Payment Type field, select Received Payment.
  5. In the Payment Method field, select either Check, Wire Transfer, Cash, or Other.
  6. In the Payment Number field, enter an appropriate number you want to track, such as a check number or a PayPal transaction ID.
  7. In the Total Payment field, enter the amount being paid. This fills in the line item fields with as much of the payment as possible.
  8. In the line item field, enter the amount being paid for the specific line item.
  9. Click Mark Payment.

Issuing Credits

  1. Access the Invoices page.
  2. Click mark payment in the appropriate invoice row.

    The invoice displays.
  3. In the Invoice Paid in Full field, select it if you are crediting the total amount.
  4. In the Payment Type field, select Issue Account Credit.
  5. In the Description field, enter a description of the credit.
  6. In the Type field, select the type of credit being issued.
  7. In the Payment Number field, enter an appropriate number you want to track, such as a check number or PayPal transaction ID.
  8. In the Send Credit Note field, select it if you want to send a credit notice. See Configuring Invoice Notices for more information.
  9. In the Total Payment field, enter the amount being credited. This fills in the line item fields with as much of the credit as possible.
  10. In the line item field, enter the amount being credited for the specific line item.
  11. Click Create and Apply.

Sending Invoice Reminders

You can send customized invoice reminders to your clients. See Configuring Invoice Notices for more information.

  1. Access the Invoices page.
  2. Select one or more individual invoice rows, or select the all invoices field.
  3. In the actions field, select Send Reminder.
  4. Click the arrow button.

Printing PDF Invoices

  1. Access the Invoices page.
  2. Select one or more individual invoice rows, or select the all invoices field.
  3. In the actions field, select Print PDF.
  4. Click the arrow button. A confirmation message appears.
  5. Click Yes to mark the invoices as printed and remove them from the print queue. 

Adding Invoices to the Print Queue

You can generate .pdf copies of multiple invoices for bulk printing invoices to mail.  

  1. Access the Invoices page.
  2. Select one or more individual invoice rows, or select the all invoices field.
  3. In the actions field, select Add to Print Queue.
  4. Click the arrow button.
     

Marking Invoices as Printed

  1. Access the Invoices page.
  2. Select one or more individual invoice rows, or select the all invoices field.
  3. In the actions field, select Mark as Printed.
  4. Click the arrow button.

Removing Invoices from the Print Queue

  1. Access the Invoices page.
  2. Select one or more individual invoice rows, or select the all invoices field.
  3. In the actions field, select Remove from Print Queue.
  4. Click the arrow button. 

Disregarding Invoices

Important

Disregarding invoices creates an unbalanced accounting report, when there is no credit or payment transaction to balance it out. By default disregarding invoices is disabled. If you have a valid business need for it, you can enable it.

Instead of disregarding invoices, Ubersmith’s recommendation is to issue an account credit for the amount that is being forgiven. You would then apply the credit to the invoice, which is not recorded as money having been received, so your reporting will remain balanced.

  1. Access the Invoices page.
  2. Select one or more individual invoice rows, or select the all invoices field.
  3. In the actions field, select Disregard.
  4. Click the arrow button.


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