Invoices

Invoices are categorized into one of five invoice states: draft invoices, open invoices, past due invoices, closed invoices, and estimates.

Draft invoices are invoices that you have created, but have not yet sent. This feature is useful if you like to create your invoices ahead of time to send later, and these invoices can be easily edited to include new line items. Once you are ready to finalize a draft invoice, you can either convert it to an open state and mail it to a customer or send it to them electronically through AcuInvoice. Sending an invoice automatically converts it to an open state. You can view all of your draft invoices by navigating to Invoices | Draft Invoices in your AcuInvoice account.

Open invoices are those that are payable by your clients, but are not overdue. When invoices are sent to clients, they are automatically placed into the open invoice state. If an invoice has not been paid by its due date, it will automatically be converted into a Past Due Invoice. You can view all of your open invoices by navigating to Invoices | Open Invoices in your AcuInvoice account.

Past due invoices are those that have not been paid by the specified due date. AcuInvoice automatically marks an invoice as past due once the due date passes. If you have included a late fee for slow payment, AcuInvoice will automatically apply the late fee to the invoice balance. You have the option of sending another copy of the invoice as well as sending a payment reminder via email. You can view all of your past due invoices by navigating to Invoices | Past Due Invoices in your AcuInvoice account.

Once invoices have been paid in full, they are automatically converted into the closed state. You can view all of your closed invoices by navigating to Invoices | Closed Invoices in your AcuInvoice account. Estimates

You can create a new estimate the same way you create a new invoice, the only difference being that you can set an expiration date for your estimate. When you’re done, save it to the Estimates folder.

To create a new invoice:

• Click the “New Invoice” button, located on the sidebar of every page and in the top right corner of every page in the Invoices section.
• Choose a client from the drop-down menu, or enter information for a new client.
• Enter necessary line items and payment information, then click send to email the invoice to the client or save to send it to the Drafts folder.

• Any invoice information not saved is automatically discarded when you navigate away from the “Create New Invoice” page.

• Sales tax and other default values can be set in the My Account | Preferences section.

• Any updates in client/company information must be changed in the Clients section.

If you need to send identical invoices to multiple people, you can choose “Duplicate” from the sidebar of any invoice page and select a new client to receive it. Estimates can be duplicated as well.

If a client approves your estimate for a product or service, it can be converted into either a draft or open invoice. To access either option, open the estimate and click “Convert to Draft” or “Convert to Open.” The resulting invoice can be accessed in the Drafts section or Open section, respectively. You can then print it or send it to your client.

To make any changes to an invoice, open it and click “edit” near the bottom.

• Note: after making your edits and saving the invoice, you may want to re-send it to your client.

To send an invoice, simply choose “send” from any invoice, add a message if necessary, and click “send” again. You can also print your invoice and mail it by hand.

• Any change in client email address must be updated in the Clients section.
• Coming soon to AcuInvoice: an automated snail-mail feature.

On the Invoices | Summary page as well as in each invoice section, you may notice a column entitled “Viewed by Client.” When a client opens the link to the invoice in the email you send them, AcuInvoice automatically records their visit. This feature allows you to monitor whether a client has received and viewed any invoices sent to them. It eliminates any uncertainty and makes your clients fully accountable for the invoices you send them.

If you have clients that are invoiced a fixed amount every month, for example, you may find it easier to use our Recurring Template feature which allows you to schedule invoices for automatic delivery. In the Invoices | Recurring Templates section, you can see a summary of current templates being used, as well as estimated monthly and annual revenue based on the invoices being sent.

To create a new recurring template:

1. Go to Recurring Templates and click “New Recurring.”
2. Give the template a descriptive title, such as “Website Subscription.”
3. You can then fill in the charges associated with the invoice.
4. Don't forget to set the frequency – you can choose to have it sent every day, week, month, or year
5. When you're done, click “save.” The next step is to designate the client(s) that will receive it.

To add a client to a recurring template

1. From the Recurring Templates summary, select the template you wish to add a client to and click “Add Client” from the sidebar.
2. A small window will open, in which you can select the client to be associated with the template.
3. For multiple clients, select one at a time and wait for the window to refresh.
4. When you're done, click “Close Window.”

You should see at the bottom of the page which clients are now associated with the template. For clients with multiple contacts, you can specify which contact(s) receive the invoices.

If you have any of the supported payment gateways enabled, AcuInvoice will automatically register payments made via this method and convert the invoice(s) to a closed state. Note: in some cases, there may be a slight delay between the actual payment and when AcuInvoice registers it.

1. From any open invoice, choose “Receive Payment” from the sidebar.
2. You can specify amount, date, method of payment, and a reference number.

1. Payment details such as method of payment must be added at the time of the payment – they cannot be edited at a later time.
2. Any invoice paid in part will remain in “Open Invoices,” and the unpaid amount will be shown.

If you receive a past due payment via cash or check, you can choose to waive any remaining late fee by checking the corresponding box in the Receive Payment area. This will deduct whatever late fee had been added to the invoice balance.

After an invoice has been paid in full, you have the option (in the left sidebar of the closed invoice) to send a thank you note by email.

Clicking print from the sidebar of any invoice page will open a window where you can select your printer, number of copies, etc. The printed invoice will automatically be free of the acuinvoice.com buttons or tabs – it's ready for mailing or filing.

To erase the header and footer information that usually appears on pages printed from your web browser, go to Page Setup under your browser's File menu. Erase the characters from the boxes under “Headers and Footers.” Note: If you want to return the header and footer settings, use the table below (these commands may be slightly different in browsers other that Internet Explorer):

If you would like to exclude your logo from the printed invoice (but still have it appear on ones your clients view on the web, check the box beneath the send/print/edit/cancel buttons that says, “Disable Logo Printing.”