Invoice Management

Invoice Management Guide

Guide to creating invoices in the Notarial system and syncing them to your preferred accounting software.

Platform Philosophy

The Notarial platform creates and manages invoices for notary services. For comprehensive invoice tracking, aging reports, and financial analysis, invoices sync to your accounting software where these functions are handled by specialists.

Table of Contents

  1. Invoice Overview
  2. Creating Invoices
  3. Invoice Types
  4. Invoice Distribution
  5. Accounting Sync
  6. Email Templates
  7. Basic Reports

Invoice Overview

What is an Invoice?

An invoice is a formal request for payment for notary services. The platform handles:

  • Invoice creation and formatting
  • Client invoicing
  • Basic payment tracking
  • Data export to accounting systems

Invoice Workflow

Service Completed → Invoice Created → Invoice Sent → Payment Received → Data Synced

Our Focus vs Accounting Software

  • Our Platform: Invoice creation, delivery, basic tracking
  • Accounting Software: Advanced aging, cash flow analysis, financial reporting

Creating Invoices

Understanding Orders and Invoices

Important: An invoice is a billing document that can be created independently or from completed orders. Orders and payments exist independently of invoices.

Key Concepts:

  • Invoices can be created standalone or from orders
  • Payments are tracked separately and can be applied to orders directly
  • Use invoices for formal billing requests to clients

Create Invoice from Orders

  1. Go to Orders → View Order
  2. Click "Generate Invoice" if available
  3. Review auto-populated details
  4. Add line items and configure terms
  5. Click "Create Invoice"

Note: Order-to-invoice conversion is available for completed orders.

Manual Invoice Creation

  1. Go to Accounting → Invoices → Create Invoice
  2. Select client company
  3. Add line items:
    • Description
    • Quantity
    • Unit price
    • Total amount
  4. Configure invoice settings:
    • Invoice number
    • Due date
    • Payment terms
    • Notes
  5. Click "Create Invoice"
    • Due date
    • Payment terms
    • Notes
  6. Review and save

Invoice Line Items

Service Fees

  • Standard Notarization: Base fee per notarial act
  • Rush Service: Additional charge for expedited service
  • Travel/Mileage: Distance-based charges
  • Additional Signatures: Fee for extra signers
  • After Hours: Premium for non-business hours

Additional Charges

  • Document Preparation: Fee for document prep
  • Copy Charges: Per-page copy fees
  • Printing: Document printing costs
  • Certification: Official certificate fees
  • Administrative: Processing fees

Invoice Types

Standard Invoices

  • Individual service billing
  • One-time charges
  • Custom terms
  • Manual or auto-generated

Recurring Invoices

  • Monthly service agreements
  • Retainer billing
  • Scheduled clients
  • Automatic generation

Proforma Invoices

  • Pre-service estimates
  • Quote generation
  • Approval workflow
  • Convert to final invoice

Credit Memos

  • Refunds or credits
  • Error corrections
  • Adjustments
  • Applied to future invoices

Invoice Distribution

Sending Invoices

  • Email Delivery: Professional email templates
  • PDF Attachments: Printable invoice formats
  • Client Portal: Online invoice access
  • SMS Notifications: Text message alerts
  • Mail Option: Traditional postal mail

Email Templates

  • Standard Invoice: Clean, professional design
  • Past Due Notice: Friendly reminder
  • Final Notice: Serious overdue warning
  • Receipt: Payment confirmation
  • Custom: Branded templates

Accounting Sync

Automatic Invoice Export

  • Real-Time Sync: Instant transfer to accounting software
  • Batch Processing: Scheduled daily exports
  • Manual Export: On-demand data transfer
  • Custom Mapping: Field configuration
  • Validation: Data accuracy checks

Supported Accounting Systems

  • QuickBooks Online: Direct API integration
  • Xero: Seamless data flow
  • FreshBooks: Automatic import
  • Wave: CSV export capability
  • Custom API: Developer access

Data Included in Sync

  • Invoice Details: Line items and amounts
  • Client Information: Billing data
  • Payment Records: Payment applications
  • Tax Information: Tax calculations
  • Category Mapping: Income categorization

Basic Payment Recording

The platform handles essential payment collection functions:

Payment Collection Features

  • Payment Status Tracking: Mark invoices as paid
  • Purchase Order Management: Record PO payments
  • E-Check Support: Send electronic checks
  • Payment References: Track payment methods
  • Basic Reporting: Payment summaries
  • Export Data: Sync to accounting systems

E-Check (ACH) Capabilities

  • Direct Bank Transfer: Send e-checks to vendors
  • Batch Processing: Multiple e-checks at once
  • Scheduled Payments: Future-dated e-checks
  • Payment Tracking: Monitor e-check status
  • Confirmation: Automated payment confirmations

Purchase Order Payments

  • PO Status: Track order payment status
  • Partial Payments: Record partial PO payments
  • Multiple Invoices: Link multiple invoices to PO
  • Vendor Payments: Process vendor PO payments
  • Payment History: Complete payment trail

What We Handle

  • ✅ Payment collection and recording
  • ✅ Invoice payment status
  • ✅ E-check sending capabilities
  • ✅ Purchase order payment tracking
  • ✅ Basic payment reporting
  • ✅ Data export for accounting

What Accounting Software Handles

  • Advanced aging reports
  • Cash flow analysis
  • Financial statements
  • Tax reporting
  • Advanced reconciliation
  • Multi-entity accounting
  • Write Off: Uncollectible amount

Overdue Management

  • Automated Reminders: Email overdue notices
  • Late Fees: Configure automatic late fees
  • Collection Workflow: Escalate overdue invoices
  • Credit Hold: Pause services for non-payment

Email Integration

Email Settings

Configure default email templates:

  • Invoice Sent: Initial invoice notification
  • Payment Reminder: Overdue notices
  • Receipt: Payment confirmation
  • Thank You: Post-payment message

Sending Invoices

  1. Create or select invoice
  2. Click "Send Email"
  3. Verify recipient(s)
  4. Add custom message
  5. Attach PDF invoice
  6. Send immediately or schedule

Email Tracking

  • Sent Confirmation: Delivery status
  • View Tracking: When client opens email
  • Link Tracking: Client clicks on invoice
  • Bounce Handling: Failed delivery alerts

Client Portal

  • Secure Access: Clients view invoices online
  • Payment Options: Pay directly from portal (Stripe when enabled; PayPal pending; Dwolla connect-only)
  • Download PDF: Save invoice locally
  • History: View all past invoices

Reports and Analytics

Invoice Reports

  1. Aged Receivables: Aging report by client
  2. Revenue Summary: Income by time period
  3. Client Analysis: Revenue per client
  4. Service Analysis: Revenue by service type
  5. Payment Methods: Payment type breakdown

Metrics Dashboard

  • Total Invoiced: Year-to-date total
  • Outstanding: Unpaid amount
  • Overdue: Past-due amount
  • Average Days: Payment turnaround
  • Collection Rate: Percentage paid on time

Export Options

  • CSV Export: Data for spreadsheets
  • PDF Report: Printable reports
  • Excel Workbook: Detailed analysis
  • Accounting Export: QuickBooks/Quicken format

Advanced Features

Automatic Invoicing

  • Order Completion: Auto-generate on order close
  • Batch Processing: Create multiple invoices
  • Scheduled Generation: Regular recurring invoices
  • Template Usage: Standard invoice formats

Tax Management

  • Tax Rates: Configure by jurisdiction
  • Tax Exemptions: Client exemption certificates
  • Tax Reporting: Sales tax reports
  • Compliance: Tax filing assistance

Multi-Currency

  • Currency Selection: Client's preferred currency
  • Exchange Rates: Automatic rate updates
  • Currency Display: Format by currency
  • Reporting: Multi-currency reports

Best Practices

Invoice Creation

  1. Be Specific: Detailed service descriptions
  2. Use Templates: Consistent formatting
  3. Include Terms: Clear payment expectations
  4. Proofread: Check for errors before sending
  5. Track Everything: Note all communications

Professional Presentation

  • Branding: Include company logo
  • Layout: Clean, organized format
  • Contact Info: Easy to reach you
  • Payment Options: Multiple payment methods
  • Follow Up: Professional reminders

Cash Flow Management

  • Prompt Invoicing: Send immediately
  • Clear Terms: Due dates and late fees
  • Regular Follow-up: Systematic collection
  • Deposit Requirements: Partial payment upfront
  • Credit Limits: Manage client credit

Troubleshooting

Common Issues

  • Incorrect Amounts: Double-check calculations
  • Wrong Client: Verify client selection
  • Missing Items: Review order details
  • Tax Errors: Check tax settings
  • Email Issues: Verify email addresses

Client Disputes

  1. Listen: Understand the concern
  2. Review: Check invoice accuracy
  3. Explain: Clarify charges
  4. Adjust: Make corrections if needed
  5. Document: Record resolution

Compliance

Legal Requirements

  • State Regulations: Notary fee regulations
  • Tax Compliance: Sales tax requirements
  • Record Keeping: Retention periods
  • Privacy: Client information protection

Audit Trail

  • All Changes: Track every modification
  • User Actions: Who did what when
  • Approval Workflow: Required approvals
  • Backup: Secure data storage

Integration with Other Modules

Orders Module

  • Auto-generate from completed orders
  • Pull order details automatically
  • Link invoices to orders
  • Track order-to-invoice ratio

Companies Module

  • Default billing addresses
  • Payment terms per client
  • Credit limits and history
  • Preferred invoice delivery

Payments Module

  • Record invoice payments
  • Apply credits and memos
  • Refund processing
  • Payment reconciliation

Reports Module

  • Financial reporting
  • Business analytics
  • Performance metrics
  • Forecasting tools

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