Create an email template that includes a link to your client's digital invoice. Once clicked, the client enters their payment information, which is processed securely by AroFlo through a previously configured Payment Gateway.
Link your Stripe and AroFlo accounts together to create a Payment Gateway that allows your Online Invoices to be settled securely and remotely by AroFlo.
Set up and use Email Templates each time you raise an invoice. Use in conjunction with Online Invoices to ensure your client is receiving their Online Invoice link each time they receive an invoice email from you.
Create Custom Layouts to meet the needs of your business when your client accesses their invoice through the secure Online Invoice portal. Include your logo, important information about your business, terms and conditions, and more.
Create an Invoice for a Completed Job (Office)
Create an Invoice for a Completed Job (Office)
Objective
At the end of these steps, you will have created an invoice, filled it out and sent it to the client from a completed job in AroFlo Office.
Steps
Access your completed task through Workflow > Tasks > Closed.
Search for, or click on the name of your desired task.
Click Create Final Invoice at the bottom of the worksheet.
If the job was unquoted, AroFlo will add all labour and material added to the job sheet automatically. If the job was quoted, you will see several options on adding a price to the invoice:
Add Items booked out on jobsheet: Click to add all labour and materials booked to the job. May result in a Quote Variation line item. See animation to the right for more.
Add from quote picklist: Displays labour and material that was originally quoted, tick some of these items to add them or click All to add everything from the quote.
Adjust the line item Cost (what the item cost you) and Sell (what you are selling to the client for) where necessary.
Click Status > Approved.
Click Save.
Click Email > tick Invoices and AroFlo will generate the invoice PDF and attach it to the email.
Click Send Email.
A “Quote Variation” line item is telling you that an invoice does not meet the price originally agreed to on the linked quote. If you see this, amend your line item Sell price or click Override Quote and Save to remove it.
Summary
You will now have created an invoice, filled it out and sent it to the client from a completed job in AroFlo Office.
At the end of these steps, you will have created a part invoice to act as a deposit or part payment
Steps
From an active task in AroFlo:
Click Invoices.
Click Create Part Invoice.
Click the arrow next to Add Line Item > Add Calculated Line Item.
Enter the percentage you'd like to invoice:
"Remaining Task Total" - This amount is referring to the Labour, Materials and Expenses currently booked on the job.
"Quote Total" - This allows you to capture a percentage deposit before commencing a job.
"Remaining Quote Total" - This amount refers to the remaining quote value to draw from for concurrent part invoices. AroFlo will track this amount for you until you run out of value, or you create a Final Invoice.
After confirming the percentage, click Set Total.
Modify the line item if necessary.
Click Status > Approved.
Click Save.
Click Email.
Click Invoices.
Click Send Email.
Use part invoices either as deposits for quoted work or to bill a client for a purchase for a task prior to it commencing.
Summary
You will now have created a part invoice to act as a deposit or part payment.
Contact us to link your accounting package to AroFlo and give you an idea of how it is used. Then, after Approving your accounts for your reconciliation period, send them to your accounting package to be reconciled and payments processed.
Post Your Accounts to your Accounting Package
Send this weeks accounts to your accounting package
Objective
At the end of these steps, you will have sent this week's accounts to your accounting package.
Steps
Click Accounts > Integration.
Make sure you are on the tab, "Sync Data with x" (where x is your accounting package).
Click the checkbox in the first column to select all Clients.
Scroll to the bottom of the first column, click "Send to x" (where x is your accounting package).
Proceed right to each tab following this process excluding the following:
TO PULL RECONCILED PAYMENTS or CREDITS FROM YOUR ACCOUNTING PACKAGE: - Payments tab: Click "Get x payments". Tick all relevant payments, click "Send to AroFlo" below. - Supplier Payments tab: Click "Get x payments". Tick all relevant payments, scroll down and click “Send to AroFlo”.
TO SEND MANUAL PAYMENTS (i.e Cash payments) or CREDITS TO YOUR ACCOUNTING PACKAGE: - Payments tab: Tick all payments you want to send, then "Send to x" (where x is your accounting package). - Supplier Payments tab: Tick all payments you want to send, then "Send to x" (where x is your accounting package).
