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CloudOnex Invoicing: Features and Benefits

Written by- Razib M . Updated- Tue Dec 01 2020
CloudOnex Invoicing: Features and Benefits

What is an Invoice?

An invoice is a necessary document for any business. An invoice indicates the amount and cost of products or services, and how much money is owed.The requirements of the invoice can be varied depending on the country the invoice is being issued.

What should a legal invoice include?

An invoice will usually include the following points of information to be considered as legal invoice:

  • The word ‘Invoice’ itself
  • A unique reference number such as the invoice number
  • The date the invoice was sent
  • The contact details and name of the seller
  • The contact details and name of the buyer
  • The payment terms that when the sum should be received
  • A one-line description of the product or service
  • The cost per unit of the product (if this applies)
  • The total amount that has to be paid by the buyer

CloudOnex Invoicing Features

All the above mentioned features are available in the CloudOnex business suite invoice preview. With CloudOnex Business suite invoicing, you can create an invoice in just a few seconds. Let's have a look at how we can do that and how it complies with the requirement of a legal invoice.

  • First, you will go to sales->new invoice
  • Choose custom Invoice number and Invoice Prefix for each invoice.
  • Select a Customer from the dropdown or Add new customer if needed, this will automatically add the contact details of the customer, so you will not have to write that down while creating the invoice, it will help you speed up the process.
  • Choose a Date from the calendar for the invoice (Invoice issued date), a Due Date for payment ( Payment Terms), as you can simply select the dates from the calendar, its quick.
  • Add a title for the invoice, it is optional, but it will help you find the very invoice easily.
  • Add items with quantity and price.
  • You can give a discount for each product or service either in percentage or in full amount.
  • Select Tax/VAT from the dropdown, you can choose None, if Tax/VAT does not apply.
  • Add detailed invoice terms, which will be shown in the invoice preview, pdf, etc.
  • Click Save if you want to continue editing.
  • Click Save & Close to save the invoice and view the invoice.

Certain countries have some more additional requirements such as India, Canada. We have an Indian GST feature too. We will talk about that later in this article.

Email Notification

You can very conveniently send an email notification of the following to your customer right from the invoicing panel.

  • Invoice Created
  • Invoice Payment Reminder
  • Invoice Overdue Notice
  • Invoice Payment Confirmation
  • Invoice Refund Confirmation

SMS Notification

Just like email, you can also send a SMS notification of the following from the same panel.

  • Invoice Created
  • Invoice Payment Reminder
  • Invoice Overdue Notice
  • Invoice Payment Confirmation
  • Invoice Refund Confirmation

Add Payment

Payments can be added from invoice panel, too; This is useful in cases when a cash payment is made. After adding the payment, if the fee is less than the actual sum that has to be paid, then the invoice will be marked as partially paid. The amount then can be made via online payment gateways or any other medium.

File Attachment

Files can also be attached to the invoice from the panel. This feature is very useful when you would like attach certain necessary files with the invoice those are related to the very sale or purchase.For example, product portfolio or user guide.

Online Payment

This feature is mostly used by our customers from all over the world. We are often praised by the small businesses around the world that how CloudOnex business suite online payment gateways help them take payments easily.

Following payment gateways are available built-in with the system

  • Paypal
  • Stripe
  • Braintree
  • Authorize.net

The following payment gateway plugins are available which can be bought from our store

  • Square for the USA, Canada
  • Mollie for the Netherlands, Europe
  • Paystack for Nigeria
  • Robokassa for Russia
  • PayUMoney for India
  • CCAvenue for India
  • Foloosi for UAE
  • Adyen for Europe
  • Vivawallet for Europe
  • Razorpay for India
  • WidePay for Brazil
  • Paytm for India
  • Payhere for Sri Lanka
  • Mercadopago for Brazil
  • Bluesnap

We also make custom payment gateway. If you would like to add your local payment gateway apart from the above mentioned. contact us on the chat or email us at [email protected]

Indian GST

Indian GST invoice is also available with CloudOnex Business suite.  Indian GST invoice requires additional fields such as GSTIN, place of supply, CGST, HGST, IGST.
Take a look at the invoice form
For more details visit here - https://www.cloudonex.com/indian-gst

Quebec, Canada Invoicing

CloduOnex Business suite invoicing can also be configured for Quebec, Canada.

Recurring Invoice

Business suite also allows you to create Recurring invoice. Recurring invoice generates automatically with the same data with new date and invoice status. CRON jobs have to be used for automation.
To create a recurring invoice, Navigate to Sales → New Recurring Invoice

All other fields are same as Creating one time invoice, and you will find a new field Repeat Every, where you will select when the next invoice will be generated, you will be able to choose from the list- Daily, Weekly, 2 Weeks, 3 Weeks, 4 Weeks, 1 Month, 2 months, 3 months, 6 months, 1 Year, 2 Years, 3 Years

Digital Signature in invoice

You customer would be able to sign on the Invoice. 

check here- https://www.youtube.com/watch?v=KpCOsQEnHuk

FAQ

1. Can I attach files with the invoice?
Ans: Yes.

2. Can I send an email notification when the invoice is created?
Ans: Yes.

3. Can I create a recurring invoice?
Ans: Yes.

4. Can I send a SMS notification when the invoice is created?
Ans: Yes.

5. Can my customer pay online via online payment gateways?
Ans: Yes.

6. Will the invoice mark as paid when the invoice is paid?
Ans: Yes, it will automatically be marked as paid.