Using Automated Deposit Invoicing, you can automatically generate an invoice to your client once a quote has been accepted.

If you're already using Online Quotes and Online Invoices with a payment gateway set up, Automated Deposit Invoicing is ideal as your clients can view the Online Invoice and pay the deposit, immediately after accepting the Quote from the Online Viewer.

How it works:

1. (Optional) Set a default quote deposit per task type
2. Prepare your quote and add all necessary items
3. Set your deposit amount (if you haven't set a default quote deposit for this task type, otherwise you can edit the settings if necessary)
4. Send your client a link to the quote
5. Your client views and accepts the quote via AroFlo's external quote viewer
6. Your client can immediately access the Online Invoice and pay the deposit via our Client Payment Portal.

Useful Help Guide links for this feature:

Create a Quote in AroFlo Office | Adding Line Items to a quote | Preview and Send a Quote | Track Quote Status |
Online Quote Acceptance | Online Invoices

Set Default Quote Deposit

If you intend using this feature as a permanent feature in your workflow, it's a good idea to set a default quote deposit per task type. This will save you from manually setting a deposit for each quote for each quote (step 3, above).

Go to Site Admin > Settings Go to Tasks > Task Types (or use the search box to search for Task Types) Click the Task Type you want to apply a default quote deposit to Click the Default Settings tab and scroll down until you see Default Quote Deposit Invoice Click Deposit Invoice Settings The default deposit percentage is 10%. Edit this if necessary, using the dropdown if you want to switch to a fixed amount. The line item description defaults to ‘x% Deposit’ or ‘$x Deposit’ if you used a dollar amount. Click if you want to customise this, or to use a description template. Save Repeat for other task types you want to apply a default quote deposit to.

Prepare your quote and add items

The next step is to prepare your quote and add your items to it. See the following Help Guide links for assistance:

Create a Quote in AroFlo Office | Adding Line Items to a quote

Set Deposit amount

Once your quote is finalised and all necessary items are added, it's time to set your deposit.

You may not need to do this step if a default quote deposit has been set up for this task type.

There are two ways to tell if this has already been set up:

Default Quote Deposit has been set up

 

Default Quote Deposit not set

 

 

If a default quote deposit for this task type has already been set up for this task type, you will see:

1. An orange banner at the top of the quote worksheet (even before adding your items) when your quote is yet to be approved and accepted by your client, and
2. A description and an edit button underneath Invoice on Acceptance.

You don't need to set a deposit amount for this quote but you can edit or delete it if you need to, either from the orange banner or the Invoice on Acceptance section. See below.

 

If no defaults have been set for this task type:

• You won't see an orange banner at the top of the quote
• You'll see a Prepare Invoice button underneath Invoice on Acceptance.

 You need to set a deposit amount for this quote. See below.

 

Set Deposit amount

1. Click Prepare Invoice at the bottom of the worksheet
2. The default deposit percentage is 10%. Edit this if necessary, using the dropdown if you want to switch to a fixed amount. The total of the invoice will be calculated and shown at the bottom.
   

   Click Show More to view tax totals.

    
3. The line item description defaults to ‘x% Deposit’ or ‘$x Deposit’ if you used a dollar amount. Click if you want to customise this, or to use a description template.
4. Save.

 

 

Edit Deposit amount

If a default quote deposit for this task type has been set, or if a deposit has been manually entered, you can edit the settings if you need to:

1. Click the (pencil) to open the deposit settings
2. Edit the deposit settings as necessary (see prior tab)
3. Save.

 

 

Once the quote has been saved, an orange banner displays at the top of the quote to show that an invoice will be automatically generated. Click View Details to show the Invoice on Acceptance window again, in case you need to edit anything or delete the settings entirely.

Send Quote to client

The next step is to send your quote to your client and have them accept it using Online Quotes. See the following Help Guide links for more information:

Preview and Send a Quote | Track Quote Status | Online Quote Acceptance

Accept Quote and generate the Invoice

Once your client accepts the quote via the online quote viewer, the deposit invoice automatically generates and is marked as Approved, which means that your client can immediately view the Online Invoice and pay it from there, or simply pay the deposit using our Client Payment Portal.

Manually accept the quote via AroFlo

If you're not using Online Quotes and Invoices, manually accepting the quote via AroFlo will still automatically generate the deposit invoice. View it from the Invoices menu on the Quote.

The invoice is also accessible on the related task, as well as in your list of approved invoices.