Client Invoicing

Client Invoicing 

Client Invoicing can be located via the side panel menu from GRATIS, if your permissions are set up correctly, you should be able to click on Client Invoicing and open the module without the need to enter your login details.

Alternatively, Client invoicing has its own URL that can be reached via https://clientinvoicing.venuedirectory.com

You will need your Username, Password, Gratis Client ID and your GRATIS Office ID.

Once you have entered the details in the area on the right you will be taken to another area, shown below, where you will be required to provide 3 characters from your 15 character passkey

After logging in you will be taken to your home screen where you will see all the options available to you based on your login.

For reservations to appear in the client invoicing module they must be set to the correct liability in the booking. As long as the client profile is set up correctly this should happen and the reservations should appear in client invoicing.

In the booking, the billing method must be set to have a liability of Agent to Invoiced or Agent CC Payment

For consolidated billing the client profile must be updated in Gratis at the bottom of the tab labelled ‘Accounts’ . Click the dropdown and select the required invoice type,if yo are unsure what to choose leave it as Default Corporate. You must tick Summary invoice as well as if this is not ticked it won't generate a PDF for the invoice. 

Now back uo to the top f the Accounts tab you will need to tick Invoice summary to create an invoice that covers the consolidated invoice. You can also choose the email address that you want the consolidated invoice to go to once you have completed the consolidated process.

Also located in the Accounts tab of the Client Profile is the Billing Address where you can insert a different address to the reservation address.

Creating invoices

The client invoicing module creates invoices quickly and simply based on the reconciled booking data within GRATIS, the module creates single invoices for each transaction and then if the client requires a consolidated invoice these single invoices are grouped together to create the consolidated invoice.

To create your invoices, from the home page click on the create button at the top of the page and from the drop-down you will be taken to the page displayed on the right, with no bookings showing. Now choose a date range you are looking for bookings and select ‘go’ and the table will be displayed as seen to the right.

Alternatively, you can choose to view available reservations by client name by selecting your client from the dropdown on the left and selecting ‘Go’

Once you have the displayed records you can see all the detail behind your invoices in one line, and by hovering over the yellow areas you can see the Transaction Fees and Client Fields.

If you are an approver and not the person that creates the invoice, you can put a tick in the ‘Approver’ column and this will be held against the reservation in the Client Invoicing module only.

Now select the invoice you wish to create, and then select the ‘Create Invoice’ button at the bottom of the screen.

You will then see a small pop up to make sure you are happy with your decision to create the invoices as you cannot undo this step, so you need to make sure that the reconciled figures are correct, The tax rates are correct, the billing address is the one required by your client and the client fields are correct.

Now select – ‘Yes Create Invoices’

Once you have created your invoices you will be taken to this next screen which will give you your invoice number and some summary information about the invoice. If this is going to form part of a consolidated invoice, you do not have to do anything further.

From the above screen, you will see a small envelope icon to the right of the page, from here you can email the invoice to your client.

You can add other names to the email if required, it will default to the booker of the meeting or the alternative email set in the client profile against the billing address.

Alternatively, you can click on the pdf icon and see the invoice and from here you can save it or print it.

Create a Consolidated invoice

You have now created the individual invoices and need to consolidate these onto one invoice for the client. Go to the Home Screen and from the Home Screen select Create at the top of the page, and then from the dropdown, select the ‘Create Consolidated Invoice’ option.

For consolidated invoices you must choose a client, you cannot simply use a date range or you may create a consolidated invoice for more than one client on the same invoice, so use the dropdown to select your client and the date range for the invoices you wish to consolidate.

This will populate the table and give you some summary information about each invoice.

Now as before with invoices, simply tick the invoices that you would like to consolidate into one invoice for your client and then select ‘Create Consolidated Invoices’.

There maybe 1 invoice or 100 invoices so there is a big impact on the data, so you have the facility to preview the invoice prior to actually creating the final invoice

A pop up will now appear that will allow you to either save the preview or open it in excel.

Below is an example of what this may look like for your invoices.

At this point, you will return to the create screen and you wish to add other invoices to this consolidated one or take some off. Once you are happy, select the ‘Create Consolidated Invoices’ and this time choose the other option ‘Create Consolidated Invoice’

Once created this will take you to the following screen, which shows the Consolidated invoice number, in this case, BB2001 and the date of that invoice, in this case, 12/08/14 and the client that it has been created Adventis Health.

From this screen, you can see the invoices that form part of this consolidated invoice and by clicking on the invoice number you can see the individual invoice that this relates to. From here you can also go to the booking by clicking on the Booking Reference.

To the right, you can see 3 icons, one to email the consolidated invoice to your client, which will include both the summary invoice and also the accompanying spreadsheet. You can also see the other 2 icons, the pdf one which will show you the summary invoice BB2001, and also the download button to download the data as you saw before, but this time without the preview column.

View Client Invoices

From the Home Screen on the view dropdown you can view your Invoices, simply click on the dropdown at the top of the home screen and select View Invoices. This will show the most recent invoices; alternatively, you can enter in the search box, The invoice number or reservation you are looking for.

From here you can view that invoice by clicking on the pdf icon or you can email the invoice to the client or other contact as required.

 View Consolidated Invoices

From the Home Screen on the view dropdown, you can view your Consolidated Invoices, simply click on the dropdown at the top of the home screen and select View Consolidated Invoices. This will show the most recent invoices, alternatively use the drop-down to select your client

From here you can view the consolidated invoice by clicking on the pdf icon or you can email the invoice to the client or other contact as required. You can also download the consolidated file.

Reporting

From the Home Screen on the Reports dropdown you can view your Invoice summary report, simply click on the dropdown at the top of the Home Screen and select Invoice Summary Report. And the following screen will appear. 

Now select the client you are interested in and the date range and the table will populate.

My invoices

 This option located at the top of the Home Screen allows you to see the invoices you have created under your log in. 

Single Invoices

From the dropdown select ‘My Client Invoices, and select the invoice number or reservation you are interested in and they will be displayed.

From here you can view that invoice by clicking on the pdf icon or you can email the invoice to the client or other contact as required.

Consolidated invoices

From the dropdown select ‘My Consolidated Invoices, and select the client you are interested in and the consolidated invoices will be displayed.

From here you can view the consolidated invoice by clicking on the pdf icon or you can email the invoice to the client or other contact as required. You can also download the consolidated file.

Bank Account details

From the Home Screen on the view dropdown, you can view your bank account details and edit these and update them.

Footer Text

From the Home Screen on the 'View' option box, you can view your Invoice Footer details by clicking 'Settings' and edit these and update them from this area: