It’s a pain when a customer doesn’t pay their invoice on time, and even more so with the time and effort you spend following up. This is even more of a hassle for customers with many overdue invoices. Invoiceplace already makes it easy to see a total of overdue invoices, and now there is an easy way to follow-up non-paying customers by sending them a statement.

What is a statement?

A statement is a summary of outstanding invoices and the total amount overdue. You can choose to list only overdue invoices, or all due and overdue invoices. Click on the image below to view a sample invoice statement.

A statement contains the following details.

• Your company’s and your customer’s details.
• The date the statement was created (automatically set).
• Reference number and description.
• A listing of all overdue/due invoices. The invoice number, due date, description, grand total, total tax, amount paid and amount due/overdue is included.
• The net amount due (total amount due less tax).
• Total tax payable.
• Grand total (net amount plus tax).
• Amount paid. This is the amount already paid on any of the outstanding invoices.
• Amount due or overdue. This is the most important part of the statement – the amount your customer is required to pay.
• Payment methods and instructions (such as check, cash, bank transfer).
• Any notes or comments you wish to send to your customer.

Why use an invoice statement?

Using a statement makes it clear to your customer what they need to pay, and is very quick and simple to create. It’s no longer a time consuming chore to follow-up overdue invoices.

How to create a statement

A statement can be created from the ‘Home’ or ‘Supplier & Customers’ tab.

From the Home tab

Click on the printer in the Statement column.

From the Supplier & Customers tab

Click on the printer in the Statement column.

Create and print an invoice statement

You need to provide the following details to create a statement.

1. Statement Type: Either ‘Only Overdue Invoices’, or ‘All Due and Overdue Invoices’.
2. Reference: An optional reference number.
3. Payment method: The different payment methods that your customer can use to pay the outstanding invoices (i.e. credit card, check, direct bank transfer). You must choose at least one payment method.
4. Description: An optional description. Note that the statement is automatically dated (to when you create it) so you don’t have to include this.
5. Notes: Any message you wish to include.

Next you can review the statement and save and print a copy in PDF or document (i.e. Microsoft Word) format. Alternatively you can email a copy of the statement directly to your customer by clicking on the envelope.

You can email the statement directly to your customer.

Using an invoice statement is a no hassle way to help get your customers to pay their overdue invoices. Try Invoiceplace today to handle your online invoicing- save time with your billing and quoting.

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Invoiceplace now provides an easy to use online billing service configured to work in your timezone. When you need to create an invoice, quote or receipt the date will default to the current day where you live.

How to set your timezone – existing Invoiceplace users

1. Login to Invoiceplace

2. Click on the ‘Templates / Settings’ tab.

3. Click on ‘Edit Account’.

4. Select your timezone from the drop down list, and click on the ‘Done’ button.

How to set your timezone – new Invoiceplace users

When you sign-up for a free online invoicing software account you now need to select a timezone.

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Invoiceplace now provides an easy way to keep track of your customer’s account balance. See at a glance the total invoices paid, due, overdue and the total balance.

This provides an instant snapshot of your customer’s account. There is no need to manually add up receipts or invoices. Multi-currency billing software support is also provided and a total for each currency your customer has been invoiced will be displayed.

How is the customer balance calculated?

• Paid: Total receipts (payments received).
• Due: Total amount of unpaid invoices not past their due date.
• Overdue: Total amount for unpaid invoices that have past their due date.
• Balance: The total amount your customer owes (includes due and overdue invoices, and less payments received). If your customer is in credit a negative amount is displayed.

What does it mean if a customer is in credit?

A customer has a credit if they overpay an invoice. A negative balance is displayed in this case. For example if you create an invoice for $100 and your customer pays $110, the balance will be a credit of -$10.

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Invoiceplace now provides automatic numbering of invoices, quotes and receipts. This will save you time when creating an online invoice since you don’t need to enter a manually enter an invoice number.

You still have the freedom to use any format for the invoice number. However if you use a numeric invoice number the next number will be automatically displayed when you create a new invoice. The automatic numbering works for invoices, quotes and receipts. The automatic numbering does not happen when you create an invoice template, quote template or receipt template.

How to use automatic invoice numbering

1. Enter your invoice number in a numeric format (for example 113).
2. When you create a new invoice the number will be automatically set (in this case to 114).

Automatic numbering when using an invoice template

The invoice number will be automatically updated if you create an invoice from a template, as long as the invoice number in the template is blank.

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Creating an online quote or estimate using Invoiceplace has been improved so that now your invoiced quotes are listed separately. This means you can clearly see which quotes your customers have been invoiced for.

There is no extra effort required to manage your quotes – the new table listing invoiced quotes is automatically updated. Previously all quotes were listed in one of the Open Quotes or Expired Quotes tables.

An open quote is one that has not passed the quote expiry date. The quote expiry date is calculated by adding the number of days recorded in the ‘Quote terms’ to the ‘Quote date’. Similarly an Expired Quote is one with an expiry date in the past.

If you remove an invoice for a quote then the quote will be listed in either the Open Quotes or Expired Quotes.

How to create an invoice from a quote

1. Find the quote

Use the search feature or manually find the quote for which you need to create an invoice for.

2. Click on the ‘Create Invoice’ button

3. Enter the invoice details

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Want to know when your invoices are going to be paid? Looking for a way to predict your future income? Your wait is over! Accounts aging is the report you need today, to tell you what you are going to get paid tomorrow (well, not quite – but it does help!).

The accounts aging report is now displayed in the home tab of your Invoiceplace account, and is a useful and easy way for you to see total invoice payments due in the future.

The report uses the invoice due date, and calculates the total amount due by month. For example if you create an invoice in August for $100 that is due to be paid in September, the accounts aging report will show $100 due to be paid in September.

If your customer makes an early payment of $50 for this invoice, $50 will then be displayed for September. This means the accounts aging report does not show any payments you have received but will adjust accordingly to reflect the amount due.

The accounts aging includes multi-currency billing support, so if you have invoices for $50 in US Dollars and $100 in Canadian dollars both due in September these total amounts will be listed separately.

If you delete or change an invoice total, due date or the receipt amount or payment date the accounts aging will be automatically adjusted as required.

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After you create an invoice the next step (in an ideal world) is to receive prompt payment from your customer (did I mention this was an ideal world?). After receiving payment you can use Invoiceplace to create a receipt which will update the amount paid on the invoice.

Previously you first needed to find the invoice and click on the create receipt icon (as below).

Finding the invoice had been improved by the new search feature, which gives you a way to search on the invoice number. However this has been made even faster and easier by a simple two-step process:

1. Enter the invoice number.
2. Create the receipt.

This process is about saving time when you manage your billing. Accounting doesn’t have to be a hassle, which is why this way of recording payment has been created to reduce the number of steps required to track payments.

How to create a receipt

You can create a receipt from the home, invoice or receipt tabs. The example below starts in the invoice tab.

1. Click on the link titled ‘Create Receipt’.

2. Enter the invoice number for which you have received payment, and click on the ‘Create Receipt’ button.

3. Complete the receipt details.

Accidents happen! Safeguards to make sure you don’t enter the same payment twice

If you create a receipt for an invoice that already has had payment received the invoice page will open. The following message will appear:

A receipt has already been created for this invoice - please check that you are not entering the same payment twice.

This message is displayed to prevent you from accidentally entering the same payment twice. You can still create a receipt by clicking on the link ‘Create Receipt’ in the invoice review page.

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When you create an invoice you expect to be paid - if you want to remain in business that is! Invoiceplace provides a simple way to create a professional online invoice and track payments received, now enhanced to make your billing faster and clearer for you and your customers.

The benefits are twofold:

1. Clearer –No hassle keeping track of retainers and partial payments - receipts are listed for each invoice. Similarly your customer receives an invoice with a complete payment history.
2. Faster – A streamlined and easy to follow process to create a fully paid invoice.

When reviewing an invoice the payment history is now included, and there is a way to create a receipt.

How to create a fully paid invoice

1. Start billing! Create an invoice from a template

2. Enter invoice details

3. After reviewing choose the new option to create a receipt

4. Create a receipt

5. Print the receipt, or the paid invoice

Click on the image below to view a sample paid invoice.

How to receive payment and print a paid invoice

1. Create a receipt for an existing invoice.

Enter the receipt details and save.

2. Print the paid invoice

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Now there is an easy and fast way to search for invoices, quotes, receipts, or products using Invoiceplace. Searching for an online invoice, quote or receipt saves you time and effort.

When you search for invoices (or quotes, receipts or products) the search criteria is only removed / cleared when you need it to be. This means you don’t need to redo the search if you open an invoice, create a receipt, etc.

You can use one of three criteria to search for an online invoice:

• Invoice number;
• Description; or
• Customer Name.

How to search for an invoice

1. Click on the Invoice tab, and then the ‘Search’.

2. Choose what you are searching for, and enter one of the invoice number, description or customer name.

4. Press the ‘Enter’ key on your keyboard, or click on the ‘Search’ button. The invoice or invoices matching your search criteria will then be displayed.

How to remove / clear a search

1. Click on the ‘Clear’ button. All existing invoices will display.

How to search for quotes, receipts and products

Searching for quotes, receipts and products is similar to that for invoices. A search option is listed at the top of each respective tab. Below is what the search feature for quotes looks like.

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Invoiceplace now has further improvements to handle multi-currency invoicing. The listings of your quotes, invoices and receipts/payments now display a currency code column.

Including a currency code is important when you have invoices in currencies that use the same currency symbol, such as the dollar sign. For example $100.00 may indicate an amount in US (USD) or Australian (AUD) dollars.

Also the total amounts by currency is also included.

Try Invoiceplace today - Easy Invoicing And Quotes From Anywhere. No sign up required, click here to start.