invoices

Introduction

An invoice is a formal document that indicates the product or service that your company will provide, and the amount that you client or customer has agreed to pay for it. 

Invoices in Knack are generated directly from quotes, and automatically include critical information, such as your company information, banking details, terms & conditions, and more.

Once an invoice is generated, you cannot edit it. If necessary, you can void the invoice and create a new one.

Requesting an Invoice

You can request another Knack user to generate an invoice from a quote for you. This is important in companies where an accounts department is required to generate invoices, and only a user with the required access can do so.

In order to request an invoice;

• Open the quote details and click on the main summary section.
• Click "request invoice".
• Select the user to send the request to. If necessary, add a purchase order number to appear on the invoice.

If you have a Knack PRO account, you can request a repeat invoice.

Issuing an Invoice

An invoice can be issued by either;

• Opening the quote details view and clicking on the main summary section and selecting "issue invoice".
• Opening a quote and in the quote menu, select "issue invoice".

Important notes;

• Issuing an invoice for a prospect will automatically convert it to a client.
• If you issue a once-off invoice (ie, not on a schedule), the invoice is not automatically sent to the client. You can send the invoice manually by downloading or emailing from Knack.
• If an invoice is issued on a schedule, it is automatically sent to the client and you.

You will have the options of;

• Notifying a user that the invoice has been issued.
• Updating or adding a purchase order number to appear on the invoice.
• Issuing an invoice for the partial quote amount.
• Automatically issuing a new task for each line item in the invoice.
• If you are on a Knack PRO account, scheduling a repeat invoice.

Scheduling an Invoice

Scheduling invoices is important when you are providing your product or service to a client on a regular basis, for example; monthly advertising campaigns that you are running. This feature saves you significant time, and reduces the risk of accounting errors when you might forget to do this manually.

Knack Automation allows you to schedule an invoice on a daily, weekly or monthly basis and send this invoice to a client automatically.

You can schedule an invoice by;

• Following the process of issuing an invoice.
• When choosing your options, select the frequency that you would like the invoice to be issued on.
• Selecting the first date to start issuing the invoices. For example, if you select a monthly invoice to start on July 25th, then a new invoice will be issued on the 25th day of each month.
• If you enter a purchase order number, this will appear on all scheduled invoices.
• If you select to issue tasks automatically, then tasks will be issued along with every new invoice.
• The invoices will automatically be emailed to you and the client contact listed on the originating quote.

Important notes;

• If you select an invoice to be issued once with today's date, the invoice will be issued immediately. This invoice will not be sent automatically - you must manually send it.
• If you select the starting date in the past or today, the first invoice will be issued on the next date (tomorrow).
• If you select the invoice to be issued once with a future date, it will be issued and sent on that date - once only.

Knack Automation is a PRO feature. You will not be able to schedule invoices on a Forever Free account.

Void an Invoice

Voiding an invoice removes it from statements and financial reports. Once an invoice is voided, it is considered invalid. You can unvoid an invoice if it is voided in error.

To void an invoice;

• Find and open the invoice that you wish to void.
• In the invoice menu, select "payment details".
• Click on the invoice summary to open more options and select "void invoice".
• You will be requested to confirm this action.

You can unvoid an invoice using the same method as above.

Marking an Invoice Payment

When a client pays you, it is necessary to record this payment and notify the client that the payment was received. Marking an invoice payment updates your financial reports.

You can mark a payment by;

• Finding and opening an invoice.
• In the invoice menu, select "payment details".
• Click the "mark payment" button.
• You will have the option of choosing a partial payment amount and the date that the payment was made.
• The client will automatically be notified of the payment receipt and you can enter content to be added to this email.

Once a payment is marked against an invoice, you can clear all payments or void the invoice.

Deleting an Invoice

Invoices cannot be deleted. You can void an invoice, and the invoice will remain permanently viewable in your Knack account. You can also unvoid an invoice at any time.

Sending an Invoice

If you have issued an invoice manually (ie, not on a schedule), then you can send the invoice either;

• By downloading it and emailing it directly to your client.
• By using in-system emails.

If you have scheduled an invoice, it will automatically be sent to your client.

Downloading and Printing an Invoice

You can download a invoice at any time by viewing a invoice and clicking the download invoice menu option. This will generate a pdf document, which you can keep or print using your normal options.