Utilizing the tools available within High Leads Pro, you can generate invoices for your customers and clients. You can manage their statuses efficiently, including voiding them and handling refunds. This guide ensures that you seamlessly capture your payments, manage invoices, and understand the intricacies of voiding and refunds. Let’s delve right in.

Part 1: Creating and Sending an Invoice

Set Up Your Invoice

• Navigate to Payments and select the Invoice tab.
• Click +New to begin crafting your invoice.
• If desired, click the settings icon to modify the sender name on your invoices.

NOTE: You can add general notes to the invoice using the settings icon near the "New" button.

Personalize Your Invoice

• Branding: Update the image in the top left corner by clicking on it. The media library will provide options to pick an existing image or upload a fresh one.
• Sender Information: Edit the details in the top right by clicking the text. Ensure this data accurately reflects your business.
• Recipient Details: Click the corresponding box to furnish the client/customer’s details under “Billed to.”
• Invoice Details: Adjust the Invoice Number, Issue Date, and Due Date by selecting each section respectively.
• Invoice Items: Click “+Add an item” to introduce products from your products tab to the invoice.

NOTE: Remember, to invoice a product, it must already exist in your product list. For guidance on setting up new products, refer to our product tutorials.

• Pricing: Modify the Price and Quantity by clicking their respective fields.
• Additional Terms: Customize any additional terms, conditions, and notes as needed.

Delivering Your Invoice

• The three-dot menu will allow you to view a preview or record a payment
• Upon finalizing the invoice details, use the Send button in the top right to dispatch your invoice.
• If you opt to send it via another medium, choose “Copy and Mark as Sent”.
• Upon clicking “Send”, a popup facilitates the choice between dispatching the invoice via either email, text, or both.
• In “Additional Options”, you can toggle between test and live payment modes.

• If invoice sending fails due to template issues, specific error messages will be displayed to inform you of the problem.

Monitoring Invoice Status

• Return to the Invoices tab to view an overview of your invoices.
• The “Status” column details the current state of your invoice, be it draft, paid, or due within a specific timeframe.
• Apply filters by status or date to refine your search. Alternatively, the Transaction tab stores invoice data and you can download the data from the invoices area as well.

NOTE: Navigate to Payments > Transactions to review both successful and failed transactions.

Part 2: Invoice Enhancements and Pro Tips

Ability to define custom invoice Title and formatting Terms/Notes

• You now have an option in the invoice settings to define a custom title and the terms/notes for the invoice which appears at the top right of the document
• The title and notes are by default INVOICE and is case sensitive
• They can no longer be 25 characters
• The specified text will appear in any new invoice that gets created after changing the title

How To Incorporate Taxes to Your Invoice

• Select the “Settings” tab > Taxes.
• Press “Add Tax” or “Create Tax” and in the ensuing popup, provide details like Tax name, rate (as a percentage), a brief description, and the Tax ID number if applicable.

Late Fees on Invoices 

Late fees can be attached to invoices, allowing you to apply charges for delayed payments. This is accessible both globally across all invoices and individually at the invoice level. You can customize the settings with options like grace periods, intervals, and maximum charges to suit your specific billing needs.

Benefit: Implementing late fees encourages timely payments while offering flexibility in managing different invoice scenarios.

How to Use It:

1. Configure global late fee settings by navigating to Invoice Settings > Payments.
2. For individual invoices, turn on the “Late Fees Configuration” option in the top right of the invoice. It will initially take the global settings, which you can adjust as needed.

Special Requirements/Limitations:
Late fees apply only after the invoice due date or payment schedule deadlines are missed. Customers are notified via email when late fees are charged.

How To Deduct a Discount from Your Invoice

• Choose the “add discount” icon when creating or editing an invoice to apply a markdown to your invoice.

Benefits of Payment Plans in Invoicing:

• Allows for upfront deposits and breaking payments into separate installments.

• Payments can be set by percentage or fixed amounts.
• Specific dates can be assigned for different payments.

• Users can change the payment schedule at a later date.

An example is shown with two payments: one paid and one pending.

How To Document Payments

• Within a specific Invoice, access the three-dot menu when editing or creating an invoice to reveal additional functionalities.
• Pick “Record Payment”. The subsequent popup presents two alternatives:

1. Charge a card: Enter card specifics (optionally saving it to contact) and charge it. Alternatively, use a card previously linked with the client.
2. Record manually: If a payment is processed externally, like cash or check, use this to log it manually.

Part 3: Guide to Voiding Invoices and Managing Refunds

Voiding Sent/Overdue/Paid Invoices

Businesses can now conveniently void sent, overdue, or paid invoices, addressing the common challenge when a client discontinues midway between a scheduled recurring template, leaving unpaid invoices. Voiding these invoices rectifies any misalignment with payment stats.

• For invoices already settled (via card payments or recorded manually), remember to process a full refund before voiding them.
• Locate the desired invoice.
• Click on the three-dot menu for options.
• Select "Void".

NOTE: Once voided, an invoice cannot be reinstated.

Processing Refunds

Navigate to Payments → Transactions. Choose the Refund action available under the three dots corresponding to the successful transaction. This area displays all refund attempts, both successful and failed, for that transaction. You shouldn’t need to access the payment provider dashboard separately.

• There is flexibility in either fully or partially refunding manual payments recorded on invoices.

TIP: Always double-check refund amounts and details to avoid discrepancies.

Managing Voided Invoices

• By default, voided invoices remain hidden in the list view. However, a dedicated Void filter in the Payments > Invoices section can retrieve them.
• To locate a voided invoice, click on the Filters button, choose Status, and then pick Void from the dropdown list.
• Voiding an invoice has no bearing on the invoice statistics displayed on the invoices list page. Furthermore, comprehensive audit logs are maintained for all void, delete, and refund operations.

To void an invoice, simply navigate to Payments > Invoices. Click on the iconic three dots, choose void, and upon the confirmation prompt, select void again.

In Summary

With CompanyName, you're equipped with an all-encompassing invoicing system that goes beyond creation and dispatch. The integrated functionalities to void invoices and process refunds position businesses to manage their finances effectively.

Remember, whether successful or failed, every transaction is easily accessible under Payments > Transactions. Dive into High Leads Pro and experience streamlined, effective invoicing.

FAQ’s

1. How do I set up and manage late fees on invoices?
You can configure late fees globally under Invoice Settings > Payments, which will apply to all future invoices. For specific invoices, turn on the "Late Fees Configuration" option within the invoice, where you can further customize grace periods, intervals, and maximum fees.

2. Can I use payment plans for invoices?
Yes, you can set up payment plans to break payments into installments or request upfront deposits. Payments can be configured by percentage or fixed amounts and scheduled for specific dates.

3. How do I void an invoice?
To void an invoice:

1. Navigate to Payments > Invoices.
2. Locate the invoice, click on the three-dot menu, and select "Void."
3. Confirm the voiding process when prompted.

4. What happens when I void an invoice?
Voiding an invoice removes it from active statuses but does not delete it. You can still access voided invoices by using the “Void” filter in the Invoices section. Once voided, an invoice cannot be reinstated.

5. How do I issue a refund for a paid invoice?
To issue a refund:

1. Go to Payments > Transactions.
2. Locate the transaction and click the three dots to select “Refund.”
3. Choose to refund the full amount or a partial amount.

6. Can I track invoice statuses and transaction details?
Yes, you can track invoice statuses (e.g., draft, paid, overdue) in the Invoices section. Transaction details, including successful and failed payments, can be found in Payments > Transactions.

7. How can I retrieve and manage voided invoices?
To view voided invoices:

1. Go to Payments > Invoices.
2. Click on the Filters button, select Status, and choose "Void" from the dropdown list.

8. Are audit logs maintained for voided and refunded invoices?
Yes, comprehensive audit logs are kept for all void, refund, and delete operations, ensuring transparency and tracking for financial actions.