We're delighted to announce that today's release includes Invoice Link: a new way of sharing invoices with your customers online.
Many of ServiceTrade's customers have asked to be able to send invoices to their customers via email as interactive web pages, just like they do with Service Links and online quotes. With Invoice Link, now you can.
To send your customer an Invoice Link, simply go to our new invoice view and click the 'Send Invoice Link' button:
In the 'Invoice Link' screen that appears, you can choose whether to show or hide invoice comments, preview the Invoice Link, and send the Invoice Link to any location or customer contact for this invoice (or create a new contact):
When you click 'Send', your customer will receive an email inviting them to review your invoice online. For end-customers that need to receive a "hard copy" of their invoice, a PDF version of the invoice is also included as an attachment to the email.
When your end-customer clicks the 'View Invoice Details' button, the Invoice Link page will open in a web browser:
As with Service Links and quotes, whenever customers view an Invoice Link, that action is recorded in the invoice's history:
IMPORTANT: Unlike ServiceTrade's previous 'Send by Email' feature, Invoice Link emails are NOT carbon copied (cc'ed) to the sender. To see the content of an Invoice Link email that was sent to a customer, click the appropriate entry in the invoice's history.
To search for invoices that have been sent (or not sent) to your customers via Invoice Link, simply use the new 'Sent?' search option on the invoice list:
In an upcoming release, the ServiceTrade Service Portal WordPress plugin will include integration with Invoice Links, so customers who access their service information via the portal can view invoices online through your web site.
Invoice Payment Tracking
Historically, ServiceTrade customers have only been able to track invoice payment as a status (by changing the invoice status to 'Paid'). This had a few drawbacks: it prevented users from using status tracking for other, more appropriate uses, and it didn't handle partial payments, voided payments, and other exceptional cases.
To address those needs, today's release includes full payment tracking for your invoices. To record a payment on an invoice, simply click the 'Add Payment' button on the new invoice view:
In the payment form that appears, enter information about the payment, including a reference number, transaction date, payment type (check, ACH, credit card, or cash) and the amount of the payment:
From the payments list on any invoice, you can edit or void any existing payments:
Once an invoice is fully paid, a 'Paid' badge will appear on that invoice, with the total amount paid displayed beneath the invoice total:
To search for invoices that have been fully paid, partially paid, or not paid at all, simply use the new 'Paid?' search option on the invoice list:
Invoicing Workflow Support for External Systems
Many ServiceTrade customers use our external IDs feature to connect their ServiceTrade records (jobs, customers, locations, etc) to corresponding records in other systems that they use -- typically, an accounting system. ServiceTrade has built-in integrations with several accounting systems, including QuickBooks Online and QuickBooks Desktop, but some ServiceTrade customers use accounting systems that are integrated with ServiceTrade via third-party or self-built integrations. For those customers, building an easy-to-use workflow for sending invoices to their accounting system via that third-party integration has historically been difficult.
With today's release, you can indicate that an external system can be sent invoices by editing its settings and selecting 'Can Be Sent Invoices' on the external system configuration screen:
You can then use the 'Send to Accounting System' feature on the new invoice view to indicate that an invoice is ready to be delivered to your accounting system...
...and then selecting the appropriate system in the popup window that appears:
Your invoice can then be retrieved by a third-party integration. For more information on developing third-party invoicing integrations to ServiceTrade, please see our Technical Guide to Invoicing Integrations.