The Active Invoices screen is where you can create, edit, send, and manage invoices associated with completed services.
Filter by sent status, payment status, or property type
Sort by any visible field by simply clicking the arrows at the top of the column next to the column name
Manage your invoices in bulk by checking the box to the left of multiple invoices and clicking the corresponding button at the top of the table. Here are your options:
Change Sent Status
Send by Email
Print
Delete
Add/Remove Late Fee
Charge Card (this will actually charge the customer's card in CardPointe)
Mark Paid (this will only mark the invoice paid in Spraye. It will not charge the customer's card)
From this screen you can also manually create an invoice by clicking New Invoice at the top, left-hand side of the screen.
Create a New Invoice Manually
Click New Invoice at the top of the screen
Select the Customer Name, Program Name, Property Address & Invoice Date
Add/remove services if necessary
Enter the cost of the service.
Add notes and apply coupons if needed
Click Submit
Note You can add or remove any services when creating a manual invoice. Use the trash icon to the right of any service to remove it from the invoice. Select services from the Service List dropdown menu to add them to the invoice. The only requirement for creating a manual invoice is that the customer must already be assigned to a program.
Remember Manual invoices are not tied to completed services.
Partial Payments
There are 3 ways to add a partial payment to an invoice:
- From the Active Invoice screen, click the Payment Status dropdown menu and select "Partial". Enter your partial payment info in the box that pops up and click Submit.
- Click on the invoice number to access the Update Invoice screen. Scroll down and click on the teal button that says Partial Payment. Enter your payment info in the box that pops up and click Partial Payment one more time to save.
- Click on the invoice number to access the Update Invoice screen. Scroll down and click on the green "+" sign next to "Add New Partial Payment". Enter the payment amount and select your payment method. Don't forget to click Submit in the lower right-hand corner of this screen to save your changes.
Changing Invoice Status vs. Charging a Card
In Spraye, there are several ways to change the status of an invoice including "marking it paid". However, there are only 3 ways to actually charge the customer's card:
- Pay Now or Pay Balance button on the invoice PDF
- If you check the box next to and invoice and click Print, you will see a green Pay Now or Pay Balance (depending on your selections on the main settings page) button on the PDF that pulls up in the next available tab. If you click that button, a box will appear that allows you to enter cc info and pay the invoice or balance.
- Charge Card button on the Active Invoices screen
- If you have saved a card on the customer's billing profile (or the customer has saved their card on file through the customer portal), you will see the word "Yes" in the Card Saved column on the Active Invoices page. If you see "Yes", you can check the box to the left of the invoice and click the Charge Card button at the top of the table.
- Auto-Charge feature
- If you have saved the customer's card on file and turned on the "Auto-Charge" feature on the billing profile (the customer can also sign up for this feature through the customer portal), their card will automatically be charged upon completion of a service. Please keep in mind, this will only work if the service is part of an "invoiced at completion" program.
Auto-Send Invoices by Email
You may choose to turn on the "Auto-Send Invoice by Email" feature on the global settings page. If turned on, Spraye will automatically send out all "Unsent" invoices for you at the end of each business day.
If you would like for certain customers to NOT receive these invoices automatically, you can manage settings at the individual customer level (this overrides the global setting). There is a field that says “Auto send invoices?” with a toggle for On or Off. If it’s toggled to “On” then it gives you the option with a radio button for “Daily” or “Monthly”. (This option only shows if the auto-send invoice setting is turned "on" in the global settings.) If it is turned on in the global settings, the default setting for all customers is set to “On” and “Daily”.
Manually Email an Invoice to a Customer
Invoices can be manually mailed to a customer from a customer's Invoices page.
Select the invoice on the left side of the page by checking the box next to the invoice number. Then click on the "Send by Email" button at the top of the invoices list.
Type a message to be included with the invoice and click on the "Send" button when finished to send it to the customer.
The ability to email an invoice to a customer is also available on the Active Invoices page.
Quickbooks Online Integration