The ClickHQ Invoicing Module is a very powerful and flexible billing system which also powers account ledgers for each Contact that show all invoices sent to those Contacts and all payments received from those Contacts as well as the account balance.
The billing module can bill any product or service that has been defined in the product management section. It can bill one off products and services, multiple products and services and any combination of recurring payments. It stores contract lengths and can bill up until that point or can bill a recurring payment until cancelled. Changes can be made to the quantity and price per unit at any time in the adjustments section in the Contacts profile screen.
When an order is created users can set the date on which any recurring payments are generated by the system e.g. for a service that is billed monthly a user can set the last day of the month or any other day in the month as the date the system generates the charge. When the appropriate user presses the actual bill button the system generates a bill from the current date until the next bill date. On the next bill date a bill is then generated, in the case of monthly billing, for the next month in advance. The system can handle daily, weekly, monthly and annual billing requirements and is set up to add bespoke notes on the actual bill such as Direct Debit Notices or messages, etc.
There is a bill button for each different product or service that makes up an order so that the billing of certain products and services can be started at different times to cover set up fees or allow for products and services that are quicker to deliver/provide for the customer. When the bill button is selected for a particular product or service a bill is generated or the product/service is added to an existing bill which has not yet been sent. Bills accumulate products/services while they wait in the 'Invoices Ready to be Sent' screen, they can be individually checked before being emailed direct to the Contacts billing email address or printed ready for posting. Bills are generated in pdf format and as well as showing the current amount being invoiced they also show the outstanding account balance. Invoices can be emailed out individually or can be sent out together using the send all invoices.
Once sent the invoice moves from the invoices waiting to be sent screen into the invoices awaiting payment screen. From this screen reminders can be sent out and any invoice in the list can be clicked on to see the full detail of the invoice including the ability to view a pdf of the actual invoice. The total number of invoices awaiting payment is displayed as well as the total amount due from all customers.
The billing module can also handle customer payments. When a customer makes a payment a user can enter the payment amount, payment method, date received, select the customer that the payment was received from, payment reference and any notes in the new customer payments screen. If the payment completely covers an outstanding invoice the invoice then moves into the invoice history screen, if only part is paid the invoice remains in the invoices awaiting payment screen. At the same time the customers account ledger in the Contact profile page is updated and the balance adjusted accordingly. All payments are also noted in the customer payment history screen for quick reference.
This section allows a user to create and save favourite reports on the actual invoices sent out. They are very flexible and allow a user to create a report on any information that ClickHQ stores in its database for a selected date range, by invoice or due date, by email or post, by individual contact or for all contacts, for all or selected products/services, for paid or unpaid invoices, with values greater than, equal to or less than a particular value, etc.
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