Learn how to create invoices, issue receipts, and credit notes in a simple, practical, and intuitive way. Increase efficiency in the management of your current account, from a single system, and consult all data in real-time.
See how to do it in this article:
After finishing the configuration of the InvoiceXpress API within CASAFARI CRM, you can start using the Invoice module.
In the CRM, access the Invoicing module.
Create Invoice
Click the green button to create a new invoice.
In the details, define the due date for payment. By default, the payment due date that appears is 15 days after the invoice issue date.
Click on the "Search" button so that the customer's details are automatically filled in. You can also enter the data in the fields below manually if you wish.
The "Lead/Business" field is populated with the customer's open business. You can select which lead should be considered on the invoice. Click on the highlighted field below and choose the business.
If you link the invoice to a business, in the lead detail, you will have an option available to consult all related invoices. This option is inside the "Actions" of all businesses marked as closed:
Each invoice can have one or more lines: this means that on the same invoice, you can indicate/bill for one or more services rendered. To add more than one line, click on the option "Add line".
The Article column indicates the service you wish to invoice. Here, you only have to write the name of the service so that you can add it to the invoice if it does not exist.
You need to write the name of the service/article only once - in future invoices, this article will already be created and available for use at any time
Indicate the quantity to be invoiced for each item, the value, and the VAT rate. By default, the system sets the rate of 23%, but you can change it by clicking in the highlighted field below:
There is the possibility that the VAT rate is 0%. If you choose this option, you must indicate in the field "Reason for VAT Exemption", the reason why this tax will not be included in the invoice:
This field needs to be filled in only if there is any item where the VAT rate is 0%.
Finally, add relevant comments on the invoice in the description (you can do it per line/item) and at the general invoice level, in the "Remarks" field.
Note: It's not possible to put the logo on the invoices from CASAFARI CRM. This information should be entered directly into the InvoiceXpress back office.
Click on the orange button to create the invoice.
The system will display a message asking for confirmation to create the invoice: click on "Yes" to proceed.
Invoices are initially always created in "Draft" mode. This means that while the invoice is in this state, it is still possible to edit or delete it.
If you download the invoice to PDF and it is still in Draft mode, this information is visible in the file, as pictured below:
To finalize the invoice you must click on the option "Finalize":
From the moment you click on this option, you cannot delete or change the invoice, neither in CRM nor in InvoiceXpress. It will only be closed after a receipt has been issued if payment has been made, or by issuing a credit note.
Below, you can see that only one of these two options will be available:
There is the possibility to clone the invoice. This is a feature that makes it easier, for example, if you invoice a percentage of an article/service at one moment and the remaining amount at another.
Receipt Issue
After receiving payment for the invoice amount, you should issue a receipt and send it to the customer.
In the Receipt column, click on Create and confirm after receiving the system message.
When the CRM generates the receipt, the document will be automatically associated with the invoice. This information can be easily seen in the list:
In the Amount column, the system will put a check on the amount received:
Issuing Credit Notes
To cancel the invoice amount without receiving payment, you must issue a credit note and send it to the customer.
In the credit note column, click on Create and confirm after receiving the system message.
When the CRM generates the receipt, the document will be automatically associated with the invoice. This information can be easily seen in the list:
After closing this invoice, you can download the original invoice and/or the credit note:
Sending Invoices, Receipts, and Credit Notes by email
It is possible to send all documents to the customer directly, through the CRM. To do this, click on the option highlighted below and choose one of the options:
The text that should be sent by default in the email accompanying the sending of these documents is configured in CRM.
Go to Configuration - Automatisms Texts - Invoicing. Here you must configure the content of the email for sending Invoices, Receipts, and Credit Notes.
However, you can customize the content for each case. Within the Invoices List, when you click on the option that allows you to send the invoices and receipts by email, the system will allow you to change the content that was configured by default:
SAFT and Data Export
The SAFT is a generated XML file that contains all the company's tax obligations and has to be communicated monthly to the Finance Department (through the Finance Portal). This option appears in the Invoicing module for all agencies with TIN in Portugal.
To generate this file, click on the button "SAFT":
Then you will have to choose the month and year on which the file should be generated and click on "Transfer":
Companies with a fiscal number in Spain do not have this obligation. However, for both countries, CRM allows exporting all the necessary documents (invoices, receipts, and credit notes). This option is in the list of those documents:
Filters
The Invoicing module has various filters so that you can quickly access information.
Click on the option "Open Filter" to see information by:
Date of creation of the documents;
Paid and unpaid documents;
Invoices in draft;
Lead/Business;
Taxpayer No;
Customer;
The value that is shown in the field highlighted below is not fixed and varies according to the filters applied:
This feature is available in the Premium Plan.
For more information, please contact us on Chat or send an email to help@casafaricrm.com