Creating and working with Invoices

Updated: Feb 4, 2021

Watch the video to learn how to raise an invoice, add products and issue an invoice in StableMaster.

Invoicing is easy and powerful with StableMaster.

You can issue invoices for pretty much anything in StableMaster. Of course, you need to have already set up your products and lessons. Invoices are search able and sortable using the filter and column sort options in the Invoice summary view (see below)

These filters and views allow you to drill down into your invoices and establish a quick report on overdue invoices or invoices for a specific customer for example.

To create a new invoice head over the Invoicing menu and click the Add New Invoice button.

A new invoice will be created. Each new invoice is assigned a unique numeric reference number in the system. Note the invoice at this stage is in Draft status. It will remain in Draft until you click the Raise invoice button at the bottom of the Invoice.

For now, you need complete the first section of the invoice by selecting the customer to invoice and the Bill To customer (for example, if the invoice is for a lesson that was booked for a child, the linked parent will be the Bill To customer.

Then enter the invoice date - invoices can be backdated as far as you wish. Finally, select the employee who is issuing the invoice (normally the person raising the invoice).

Next, you should add details of the product, lesson or event that you are billing. In the example below we are billing for a custom product - monthly recharge for livery - for a particular customer.

As you can see, we have added the product from our drop down list of products (See the Adding Product tutorial) and associated the product with the customer's horse. The product price is pulled through from the product reference data but you can change this manually to apply discount if you wish. You can add as many line items to the invoice as you wish, as well as notes to the customer.

The totals are calculated and payment terms are pulled through from the information you entered in your Settings>Account page.

When you have added all the items you would like to include in the invoice, simply click the Save button (or discard if you no longer require the invoice).

At this point a unique reference is written to the invoice (see below) and the Customer's wallet balance is also shown. This informs you whether there is an option to settle the invoice "On Account" by drawing down the funds from the customers Wallet as payment method. In the case below we can see the customer has no credit in his Wallet so on account payment is not an option.

Note also that the Invoice is still in Draft status. It will remain so until you click the Raise Invoice button. You also have the option to add further line items or Void the invoice completely.

Clicking the Raise Invoice button locks the Invoice and makes it ready for sending to the customer. Note, the invoice status has changes to Open. To email or print the invoice simply use one of the two buttons shown at the top of the invoice screen.

If you click email, the invoice will be sent to the customer's email address recorded in the system.

Invoices are set to be come overdue automatically after 30 days if they are not paid and marked complete in the system.

To complete an Invoice (i.e. mark it as paid) you need to finalize the payment type and mark it as complete. To do this, open the invoice in question and click the Add New Payment button.

Then apply any discount or adjustment and select the payment type and date.

Finally, click the Complete button and the invoice will be marked as completed (Paid) in the system.

You still have the option to Void the invoice if you wish later on.

Just to recap on those invoice statuses:

Draft - Not issued, not assigned a unique number and not counted as revenue.

Open - Issued, assigned a unique number, counted as revenue but not settled (Paid).

Complete - Issued and settled.

Void - Rescinded and does not count as revenue.

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