Invoicing & chasing payment too much?
Do you struggle every month with invoicing your clients, and waiting on their payment, managing the process can take much time out of your business….
Plus what happens when they don’t pay, and you have already done so much work for them?
The answer of course is getting them onto regular recurring credit card payments. It makes it easy for your business, but more importantly easy for your customer as well.
It means you can concentrate on delivering a great service, instead of worrying about payment issues.
The biggest question I get asked here however, is if I'm not sending my invoice from Xero, how do i get the invoices out to the customer?…
Its a great questions and once you get them onto recurring charges, here's some tips on getting the invoices out, so you don't have to worry about any of the process, it happens automatically!
Hey folks! Jason Buckner here from Automation Made Easy.
Today, I wanna talk to you about the way you process your payments and how we get invoices out to our customers. See, I find a lot of my customers are using Xero to send out their invoices, instead of sending them out from inside Infusionsoft and managing payments from inside Infusionsoft.
See, what happens is if you send an invoice out from Xero, someone has to pay that invoice, whether it be by bank transfer or by credit card or, however that's set up. And then that invoice payment has to be recorded, and then that customer has to have their product delivered to them, or their service delivered to them.
And there's quite a few steps in the process that are manual there. What it also relies on there is for your customer to be always managing the payment process. Invoice comes through, we have to pay it.
Especially in scenarios where we're doing, you know, regular recurring invoices for customers every single month. Makes much more sense to get our customer set up onto automatic payments, rather than regular recurring invoices. That way, the payment goes through automatically on our customer's credit card, and that then also means that an invoice can be sent automatically from inside Infusionsoft.
So let me show you now, just the way we set that up in Infusionsoft, so that the invoices will go out automatically when someone pays an invoice. Thus, you know when someone purchases something inside Infusionsoft, and that payment goes through, we can also automatically deliver the service or deliver the product for them as well.
So, let's take a look. Remember, what we're trying to achieve here is to firstly, make it easy for our customers.
You know, a customer every month, if you've got a regularly recurring payment, or even if it's a single payment; if a customer, every month, has to do a bank transfer based on an invoice sent out from Xero, or if a customer has to do, you know, a credit card payment on every invoice that's sent out from Xero, it makes it a little bit, you know, time consuming for the customer.
It also gives reason for error, you know, reason for delay, and we don't want that in our business. We don't want to be, you know, stopping our customers from receiving their product or service as a result of them not being able to get the payment done in time.
We wanna try and automate it for our customers, as well as automate it within our business so that it's easy from both sides.
So, the simple things we need to do is just go over to E-Commerce setup over here, and click down here on settings. Now, we click down to orders here on the left hand side, and we're going to just manage some settings inside here.
So we're going to scroll down, and we're going to scroll down to this section down here where it says Email receipts/invoices upon successful payment, and we're going to select that as Yes in here. Now in your version of Infusionsoft, there might be email receipts option, and then also an email invoices option.
We want to select the email invoices option, upon successful payment. Then what we're going to do is click over here to Quotes and Invoices. And we're going to actually set up the invoice. So the first thing we do is we select No here.
So we automatically send out an invoice when payment is collected. Then what we need to do is enter our ABN details and, you know, put a label in for our GST; all of that sort of stuff. And I've got some invoice templates set up in here, but I wanna show you how to set up a template so that it's satisfactory for your business.
So what we're going to do from here is we're going to click on Add button here for invoice Default Order Invoice Template. So we click on Add, and we get this little pop up come up. So we'll just enlarge this up so we can see what we're doing. Now this will be... We put in the name for the invoice template that we're sending out. And this can be public. Now of course here it says Infusionsoft recommends using a private business domain to avoid email deliverability issues. So don't use your gmail address or anything like that to send. And you can just choose the person inside here, from users within your account to send the email from.
Now I'm choosing myself but I may, you know, choose my admin email to send that from; and that's where you would select that. In here, Your tax invoice. Now, so, invoices get automatically sent out in an email.
So what we're actually doing here is we're editing the email; we're creating an invoice email template that goes out. So we can see down the bottom here, this is what it looks like at the moment. And there's a couple of things missing from here. One of them is making this GST compliant, which is inclusive of GST. I'll show you how to fix that just so that goes into our invoice. So what we're gonna do is click on Edit Email Body, and scroll down, and we get to the edit section down the bottom here in this builder. So this is the bit where we do all the work, basically. Now, so this is just, you know, our builder in here. And what I like to do is I click in here, and I go in, Total includes 10% GST, okay.
Now this is if you're including GST in your total price. You've gotta be registered for GST, of course, to include GST in there. But this is the minimum we need to do to comply with tax invoice and, you know, all of that sort of stuff.
Of course, depending on the size of our sale, we may need to provide another invoice later; but this is if you're doing multiple sales. Send it out from Infusionsoft; use this template, and if you get a request for a more detailed invoice, then of course, you can create that in Xero, or using the link between Infusionsoft and Xero that was in a previous video.
You can have it already created, adjusted, and sent, you know, more detailed invoices out from Xero. This will put in the products that have been purchased into this section; the payments that have been made, any payment due details, if there are payments due as well. And then it will use the logged in user signature. So this will send from my signature down here. So, basically, what we do then is we click Save. And it's been saved there. So then we click Close Builder, and do you wanna save your changes? Yes, we wanna save our changes. And then gives you a score; that sort of thing, which is low when it comes to spam, which is great. And then we click on Save down the bottom here. And so now it's put that new invoice, which I've given it the name, name; the new invoice template in as the Default Order Invoice Template.
And then if you are doing subscriptions, you would go in and do the same process for subscriptions in here also. So this now means when someone pays for something automatically online, it will automatically send an invoice. Now there's one more thing I want to show you, and that's if someone hasn't paid for a product yet, and you want to send them an invoice so they can pay for it and record the payment later, we can do that inside Infusionsoft as well.
So what we do is we'll find the contact. And use this email address for this one, for the example. And we go down to Quotes and Orders, and we'll add an order in down here. And so, what we'll do is Order Type will be Offline up here. And we just scroll through and we add in all of the details as we need, and basically what I'm just going to do is save this one in here.
You can add in address details; any specific order details that are required. And then we need to add an actual order item so that there's a dollar value in this order, so we can send an invoice out. So basically what we do here is we added an order item, and once again we get a little pop up here. And we'll give it a name. Automation Made Easy, we'll say. And, so then we'll save that particular order item into the invoice. Sorry, into the order. And that refreshes inside there, and then see, we have the order item in there. And then all we need to do is we can preview an invoice here, but we can just click on Send Invoice from here. And this will give us an email that will be sent out, and sent from admin@automationmadeeasy and sending it to me, which is the order I've set it up in myself, Your Tax Invoice. And you can change the email body here.
Just say Please see attached for your tax invoice for your recent product request, or service request. Please let me know if you have any question, you know, something along those lines. You edit the email body in here, and then you click on Send.
Now, I always Create a new printable invoice in here as well so that I've got some extra function in there. But as soon as you click on Send, Infusionsoft will automatically send the invoice for that order for you, and then you can record the payment when it comes in.
So you still have that functionality inside Infusionsoft to be able to manually send an invoice, and record the payment later, if that's the process you need to take for the odd order here and there that, you know, you sent on automatic payments already.