Setting up the Invoice Management System

The Invoice Management System allows users to create and send invoices for billable services and supplies.

Accessing Invoice Management	Adding Payment Terms
Setting up Customers
Setting up Locations
Adding Master Line Items

The Invoice Management System is only available for accounts in the United States.

Accessing Invoice Management

1. On the web portal, go to Tools > Invoice Management System.

Setting up Customers

Customer details sync automatically when updated in Customer Maintenance. Only active customers are listed.

1. In the Invoice Management System, open the Customers tab.
2. Click the Edit Pencil in the Actions column for a customer.
3. Fill in the information. Required fields are marked with an asterisk (*).
   • Tax Group* - Defines which tax rates can be chosen.
   • Tax Rate* - Defines the tax percentage applied to invoices.
   • Bill To* - Physical address associated with the payment method.
   • Ship To* - Where the customer wants the invoice sent.
4. Click Save to confirm changes.

Setting up Locations

Location details sync automatically when updated in Location Maintenance. Only active locations are listed.

1. In the Invoice Management System, open the Locations tab.
2. Click the Edit Pencil in the Actions column for a location.
3. Fill in the information. Required fields are marked with an asterisk (*).
   
   • Tax Group* - Defines which tax rates can be chosen.
   • Tax Rate* - Defines the tax percentage applied to invoices.
   • Bill To* - Physical address associated with the payment method.
   • Ship To* - Where the customer wants the invoice sent.
4. Click Save to confirm changes.

Adding Master Line Items

1. In the Invoice Management System, go to Settings > Master Line Items.
2. Click + New Master Line Item.
3. Fill in the Information. All fields are visible on invoices. Required fields are marked with an asterisk (*).
   • Item Code* - The item code associated with the line item, or supply/service name.
   • Type* - Service or Supply.
   • Rate* - The rate associated with the service or supply.
   • Description - A description of the service or supply.
4. Click Save to add the master line item.

Adding Payment Terms

1. In the Invoice Management System, go to Settings > Payment Terms.
2. Click+ New Payment Term.
3. Fill in the information. All fields are required.
   • Name - The name of the payment term (ex. Net 30, PIA).
   • Day - The number of days the invoice payment date will be pushed out.
     
     Ex. The Day value for a Net 60 payment term would be '60'.
4. Click Save to add the payment term.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.