Best practice - Invoicing methods and unpaid invoices

The ideal statement for reminding customers of unpaid invoices, is this report:

Report menu > Customers > Statement (unpaid invoices)

This report clearly lists all unpaid jobs, with original and remaining balances. If you run the report setting the Tax Date appropriately (the last Tax Date in your chosen period eg. end of last month), your report's Total Amount Due and aged balances will match your customer's perspective of what they owe you and for how long.


Regarding unpaid invoices  

If you invoice your customer for goods or services and it becomes overdue, simply email/post them the 'Statement (Unpaid Invoices)' report mentioned above.

If you are asked for a copy of the original invoice; reprint it and annotate it with 'OVERDUE COPY - PLEASE REMIT'. In the case of Summary Invoices, ensure the copy has the same date period. The printed date however, is not significant. To email copies, instead of choosing 'Email to Customer', do so from the preview window: click the email icon on the toolbar, enter the customer's email, and enter 'Copy Invoice - Overdue please remit' in the subject. 

Send as many reminders as you like to your customer, in the form of overdue copies, and/or aged statements.


Note also you can create letters to debtors from Report menu > Letters > Debtors Letters.



Method of Invoicing



This is down to the manager's preferred way of working

Method option A - Invoice at completion time 

As each job is Booked Out Completed, Transactor Desktop prints or emails the customer with the invoice. Delivery Notes are optional. A statement is produced monthly or as often as required.

Note: 

Customer Tags can be used to mark certain customers such that Transactor Desktop knows what to do when you book out.  eg. Customer Tag : 'Invoice With Goods - Email' or 'Invoice with Goods - Printed'.  Monthly:  produce a Statement Monthly or Statement Unpaid Invoices.



Method option B - Summary Invoice for all jobs booked out completed in the period (eg. month).


As each job is Booked Out Completed, only Delivery notes are (optionally) printed. The jobs are assigned a Tax Date as they are booked out completed, however the customer is not invoiced for these jobs until the end of the month (or other chosen regular period) when a Summary Invoice is raised (only once) for each period. The Tax Date given on the Summary Invoice is the last date in the period.

Note: 
The Tax Date printed on the Summary Invoice is the date that the invoice becomes DUE. The Summary Invoice becomes OVERDUE terms days after the Summary Invoice's TAX DATE. Terms days is specified in the customer record.
Customer Statements can be produced as required but for greater clarity administrators should take care to use the same date periods. eg. If Summary Invoices are produced for monthly periods, then produce Statements for the same month period. In this way the AMOUNT DUE, and the AGED DEBT will be aligned.


Feedback and Knowledge Base