Go to the left menu and click Open Invoices. The balance due should be matched to QBO each month. Remember that SM’s open invoices could be for the entire year, so you will need to look at the QBO invoices for the Year, and not YTD if you have any future dates.
Splitting Invoices (typically done only for check payers)
Splitting an invoice is in effect a way to create two or more invoices from one in an effort to have the monies due over time. As a best practice, split an invoice check payment, only. Split invoices won't automatically charge themselves, but they can be set up to remind the customer to pay them on those dates instead via the automated emails. It is recommended that a task be set to make sure your customer mailed in a check.
Splitting an invoice with an installment plan on it doesn't do anything with the plan other than leave it on the first invoice.
In SM, you’d use split payments or installments, not both together. To use charge cards on certain dates, simply use an installment. Installment payments will automatically use a charge card, if added, with no intervention.
The ability to UnSplit an invoice has been added. Click on the original invoice and an UnSplit box appears. Clicking it will put them back together.
You are not able to split an invoice after a payment or credit has been applied to the invoice. In this case. This may happen in the case of a check writer who requests to receive an invoice each time they need to send in a check. If it is a small amount of customers, it may be best to simply send an email each time payment is required. If they need an actual invoice, you can edit the invoice, bring the total down to the amount already paid by credit memo or payment, then invoice the remaining balance, then split this new invoice as needed.
Reminders from Invoices
This session addresses questions around sending invoices from split invoices when they are due.
When it comes to split invoices, I believe the only current way to make them send reminders is to hit Send while you're doing the split. It will generate reminders for each invoice when you do and they can set the Interval Days field to 0 to tell it to send the reminders on the same day instead of a day before. The downside is that it will go ahead and send that first invoice immediately.
If they've already done the split, they can use the Combine button to try again. That button is located above the list of split invoices on the original invoice details page.
That said, the system might work best, assuming these contacts are paying invoices online and not using checks, would be to use recurring appointments.
An example of this would be to price each appointment at $250 and set the Max Occurrences to 12. Then when each appointment is finished and as long as the agent leaves the "Send copy" checkbox checked while finishing the appointment (which I think everyone does so that they can send completion notifications), it will send the new invoice to the customer.
The invoice receipt only sends out automatically if the contact pays in full up front. Otherwise, they'll still receive an email for each installment payment they make.
Printing Invoices
Invoices can be printed individually by opening the Invoice Detail page and clicking on Print at the top in the button.
Bulk printing of invoice can be accomplished by selecting a list of invoices from the invoice grid/list, and clicking on the actions tab to the top right, and selecting print.
Invoice Reconciliation with QBO
The invoice reconciliation report under the top reports menu shows all invoices in a given date range, and payment details. It has status' to the right of each invoice about it's corresponding entry in QBO. Errors might be a sync issue, or otherwise. Each should be considered monthly.
Invoices by Payement Plan
One option to see invoices by payment plan is be to go to the Open Invoices snapshots and adjust the filters to see all invoices in a date range, and then use the Payment Plan column to trim it down to the data they need. The Payment Plan column should always display the selected plan for that invoice.
(Reviewed for updates 12/24/24)