Create an invoice

The following shows how to produce an invoice. Options: 

A. Use an existing quote and convert it into an invoice.

B. Create a new quote, perhaps using a template, then convert to an invoice.

C. Create an invoice without existing content.

Scroll down to see instructions for B and C.

A. USING AND EXISTING QUOTE TO PRODUCE AN INVOICE

1. Go to MY JOBS from the MENU 

Select MY JOBS from the 'three bar' MENU. 

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2. Select the quote

Use the drop down menus to find the job quote you want to invoice.
Click on the quote you want.

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3. Review the quote - quote accepted

Review the quote.
The quote needs to be 'ACCEPTED' before you can invoice it. If not accepted, click on the yellow button QUOTE ACCEPTED.

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4. Create an invoice

Click on CREATE INVOICE or AMEND QUOTE if you want to change the details or add an additional item.
CREATE INVOICE will show you the draft invoice.
An invoice number and invoice date will be allocated. The invoice date can be amended.
If VAT registered, the draft invoice will also show the VAT calculation. 

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5. View original quote

Click VIEW ORIGINAL QUOTE.

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6. Amend invoice

Click on AMEND INVOICE.

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Make the necessary changes and then click SAVE AND VIEW INVOICE

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7. Email invoice

Check the email address and click SEND INVOICE BY EMAIL.

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Invoice is sent and can be viewed on the customer's phone or tablet.

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And a pdf file of the invoice is attached which your customer can store or print out.

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B. CREATE A QUOTE AND COVERT TO AN INVOICE

Follow the instruction in user guide 'Producing a quote' and then follow the details above in section A.

 

C. CREATE AN INVOICE, WITHOUT ANY EXISTING CONTENT

1. Start an invoice

Go to the MENU and select START AN INVOICE or if you are in MY JOBS, click START AN INVOICE HERE.
Either approach will take you to the same Create an invoice screen.

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2. Enter customer details

Start by entering the customer's details. be sure to enter the customers email address so you can send it directly to them.

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3. Enter job details

Give the job a name.
Enter a general description of the work carried out.
You can also enter some private notes, which are not visible to the customer. 

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4. Add items to the quote

Click ADD NEW ITEM
Add the description of this item e.g. Labour - days, or Material - metres. Be sure to add the units (days, metres) in the description as you can only put numbers in the quantity and rate fields.
Add the quantity.
Add the Rate £.
Click the red SAVE button and the total and VAT, if applicable, will be calculated.
Click ADD NEW ITEM if required.

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5. Amend Payment terms

Enter or change the standard payment terms do it here.

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6. Amend Sign off message

The standard sign off message is the same as on the quote. Or you can change it here.

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7. Save and view invoice

Save the information and view a draft invoice.
Click SAVE AND VIEW INVOICE.
Amend the invoice later if you need to.

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8. Check and Email invoice

If the invoice is correct, email it to your customer.
If not correct AMEND INVOICE.
Check the email address and click SEND INVOICE BY EMAIL.

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Take a few minutes to review the other user guides for heresmyquote.com.

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