Start sending invoices from Upflow to
- Ensure your customers receive the invoice via email, letter or AP portals
- Customize the billing message content
- Have the full picture of billing and collection in Upflow
How to set it up?
Activate Send invoices from Upflow
To activate Send invoices from Upflow, you must head to your settings and switch the toggle on.
Once activated, any new invoice imported into Upflow will be considered UNSENT regardless of your accounting/billing software status.
For example, if you have a direct debit in place and your system automatically considers those invoices PAID, we will still consider them UNSENT, so you can send them a copy of the invoice.
An UNSENT invoice is not considered in your analytics, the collections reminders, or the portal.
You can see all your UNSENT invoices in the invoice list view.
Each UNSENT invoice generates an action that you can customize. The manual actions are visible in your to-do list > Billings:
Configure the billing templates
To configure the billing templates, head over to your workflows to specify the content of the billing actions.
Only customer workflows handle the billing templates; all the corresponding invoices will use the same template. If you intend to rely on invoice collection, create an empty customer workflow to manage the billing templates only.
If you have a parent and child customers, we will use the one who owns the invoice in your accounting system to determine the billing template to use. Even if the children’s invoices are displayed at the parent level, the billing template used for a child’s invoice, will be from the child assigned workflow.
If the child customer has no assigned workflow, no billing templates will be generated for their invoices. You must assigned them a workflow, which can be empty, as the billing template will be included regardless as showed in the screenshot above.
Customization options
The standard customization options apply. Learn more here.
Sending invoices from Upflow
Automatic sending
Billing actions of type Email, Letter & SMS can be executed automatically. In that case, they are sent based on the delay’s value.
If the Delay is at 0 days and the action is automatic, we will send the invoice as soon as we receive it or on the issue date (if imported early). If it’s over 1 day, we will send the invoice on the appropriate day, at your organization's sending time.
If we can’t send the invoice, e.g., there is no contact, this action will be turned manual and assigned to the owner of the action.
Manual sending
If you want to offer a personalized approach, you can send invoices manually. In that case, the owners of each action will see it in their to-do list.
If you ignore the billing actions, the invoices will still be considered sent and picked up by your collection workflows, the analytics, or the customer portal. Learn more here.
Mark invoices as Sent
If you wish to update your invoices status, from "Unsent" to "Due", "Overdue", or "Paid", without sending communication to your customer, head to:
- the invoice's page: click the three dots at the top right, and "Mark as sent".
- the Actions tab > To do: click ignore on the billing action. This will update the invoice status.
- the Actions tab > All: select the invoice (and more if needed), then Actions > Ignore.
- you can identify them quickly with the filters "Source = Billing" + "Status = To do".