(If you operate a NZ company, you're in the wrong place - try here).
Creating a new invoice with Joy Pilot is straightforward and helps you maintain a professional image while managing your billing seamlessly. Whether it's for services rendered or goods delivered, follow these steps to generate your invoice efficiently.
The key to a good invoice is clarity and completeness, ensuring your clients understand what they're being billed for and how and when they should pay.
If you're wanting to know how to add expenses to your invoice, click here.
If you would like to know how to add a logo to your invoices, see the section 'Adding Your Business Logo' in the guide: 'Setting Up Your Joy Pilot Account'
Step-by-Step Guide
Select a Contact: On the two-panel display, choose the client you are invoicing. This list is pulled from your contacts. If the contact isn't listed, don't worry—you can add a new one on the spot.
Invoice Number: The system pre-fills this based on your last invoice, incrementing by 1 for convenience. However, feel free to customize this number as you see fit.
Dates and Times:
Invoice Date: This is the date when the work was finished.
Due Date: Enter the deadline for payment here.
Period of Work: Document the timeframe of the provided service or goods delivery.
Currency and References:
Invoice Currency: Choose the appropriate currency for the invoice.
Reference Details: Different clients may have specific requirements or customary practices for invoicing. Here is where you can fill in an invoice reference number, point of contact, contact details, and customer contact reference for easier identification by your client
Invoice Line Items: Here, you'll detail the services or goods, including descriptions, quantity, and rate. Choose from pre-set rates if applicable. The total amount will be calculated automatically.
Billable Expenses: Add any additional expenses that should be included in the invoice.
Payment Destination: Select the bank account where you wish to receive payment. If you have multiple accounts, pick the one preferrable for this transaction.
Payment Terms: Set the terms under which you expect to be paid, providing clear expectations for your client.
Emailing the Invoice: Decide if you'd like to email the invoice directly from Joy Pilot. You can send it to your client and optionally CC yourself, or send a separate email to yourself for reference. Note, your invoice will not be emailed to any selected contacts until you click the ‘save as final’ button.
VAT: your VAT number will automatically appear on your invoice if your company is VAT registered and your account has been updated with these details.
Save Your Invoice: If you're still working on it, save it as a draft. Once complete, save it as final to lock in the details.
Screenshots
Sales Invoices>Create New>Invoice
Attaching Documents
For any additional documents you need to send with your invoice, click the ‘Attachments’ tab next to the ‘General’ page. Drag and drop your file into the attachments window to include it with your invoice.
Short Cuts
When it’s time to invoice your customer, log into your account and click the magic wand in the top tool bar, speak the invoice into your phone and we’ll do the rest. Learn how here.
See the green plus sign on the right hand side top of the page grey header? This has a drop down of the most frequently accessed features of our software, and invoicing is one of them. Click the plus button, select invoicing and off you go.
If this is the first time you are invoicing this client, next time their name will automatically appear in the drop down list under “To:” They will also appear in your Contacts and when you have some time, you can finish populating this with additional details. Learn how to set up a Contact here.
Viewing one of your completed invoices and want to edit it, resend it, save as a pdf? See the Green ‘Action’ button top right.
Click here to see how to set up a recurring invoice to save you the time of having to recreate the same invoice every week.
In Conclusion
Creating an invoice with Joy Pilot is a simple process designed to streamline your billing and ensure you present a professional front to your clients. You're just a few steps away from seamlessly managing your accounts receivable. Keep exploring Joy Pilot's features to further enhance your accounting efficiency. Happy invoicing!