Invoices

Overview

An invoice is a document issued by a seller to a buyer that outlines the products or services provided, along with the amount due for payment. It serves as a formal request for payment, detailing the terms of the transaction, including the quantity, price, taxes, payment terms, and the total amount payable.

Zenskar ingests data from your data infrastructure to generate accurate invoices for you.

Generate invoice

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Prerequisites

You must create and configure contracts before generating invoices.

1. For active contracts, invoices are automatically generated at the end of each billing cycle.
2. You can manually generate an invoice for a contract from Contracts > select the desired contract(s) > Generate Invoice.

Edit invoice

Branding invoices

You can navigate to Communications > Documents and add relevant artifacts to customize the invoices per your company's branding guidelines.

Approving invoices

You can approve invoices either in bulk or one at a time. Approved invoices are sent to your customers and relevant accounting entries are created in your chart of accounts.

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Exercise caution before approving an invoice

Approving an invoice will finalize the invoice for your records. Any further adjustments will involve issuing credit notes. Therefore, ensure that all details are correct before approving an invoice.

You can navigate to Accounting > Balances to understand how the approval event has affected the assets and customer wallet.

Offline Payments

You can use the Payments > + ADD NEW PAYMENT to enter details of offline payments made by customers.

Paid and partially-paid Invoices

When a customer makes a payment, we check against the approved invoices. Depending on how much they've paid and how much they owe, we clear a part or all of the invoice. If there are credits or credit notes associated with the invoice, we include a summary page and line items in the invoice document as shown in the below image.

Credit and debit balance

Users may have a credit/debit balance associated with their account. You can add to the balance or deduct from the balance of a customer. Credits can be given to a customer:

• manually for promotional purposes
• automatically when you refund a paid invoice

These credits will appear on the invoice as Credits Applied and are only committed when the invoice is approved. This change will be reflected in the customer's amount due and credit balance accordingly.

For example, suppose a customer has a $100 credit balance and there are several draft invoices, each showing an applied balance of $100. The credits will only be used when one of the invoices is approved, and the Amount Due will reduce by $100 to reflect the applied credit change. The user's credit balance will also be updated accordingly.

Credit notes example:

Credit Balance: $100.00

Draft Invoices:

• Invoice 1: $150.00, Amount Due: $130.00
• Invoice 2: $80.00, Amount Due: $0.00, Paid
• Invoice 3: $200.00, Amount Due: $180.00

Scenario:

First, invoice 2 is approved and $80 credits are committed, leaving only $20 credit balance. Then invoice 1 is approved, and the $20 credit balance is committed against the $150 total, leaving $130 Amount Due. Invoice 3 is still in the draft stage.

Note: The Amount Due also reflects the customer debit balance.