Managing Invoices

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Invoices are the bread-and-butter of your accounting with Zipi. Our invoicing options are specially formulated for modern real estate brokers.

We recommend, where possible, users should add all the relevant contacts and services / products of a transaction first before creating invoices. This helps keep your accounting operations neat and avoids accidental duplication.

In this article, we will cover:

Viewing Invoices

  1. In the left navigation menu, go to Sales > Invoicesblobid0.png

  2. This takes you to the Invoices page  blobid0.png

  3. You can view the following for each invoice:
    • Invoice Date
    • Invoice#
    • Customer
    • Reference 
    • Status
    • Due Date
    • Payment Status
    • Total Amount
    • Balance
    • Action
  4. Click on any invoice to view its details blobid0.png
  5. You have the following options:
    1. Void: This option is only available for unpaid invoices 
    2. Edit: This option is only available for unpaid invoices
    3. Download PDF
    4. History
    5. Apply Credits: This option is only available if the customer has any Credit Notes. Read more at: How to Create a Client Credit Note 
    6. Send Invoice
    7. Record Payment
    8. Charge Customer
    9. Related Deals: You can expand this section to see any associated deals
    10. Related Journal Entries: You can expand this section to see relevant journal entries blobid1.png

Filtering Invoices

You can filter you invoices based on the Invoice and Payment Statuses. 

  1. Go the Filter dropdown at the top right of your screen blobid1.png
  2. Choose the statuses from the dropdown blobid2.png
  3. The invoices displayed will update based on the chosen status(s) blobid3.png

Sorting Invoices 

You can sort your invoices in ascending or descending order based on:

  • Invoice Date
  • Invoice #
  • Customer
  • Status
  • Due Date
  • Payment Status
  • Total Amount
  • Balance 

You can do that by clicking the arrow next each header's name, as shown below. blobid0.png

  1. In the left navigation menu, go to Sales > Invoicesblobid0.png

  2. Click the Create button at the top right of your screenblobid2.png

  3. This takes you to the Create Invoice page where you can enter the following:blobid4.png

    1. Date is the date that your invoice is issued. You may backdate an invoice if needed. 

    2. Customer is the person who is receiving the invoice. If your customer does not already exist in your contacts, you can click the Create Contact icon to create a new customer.blobid5.png

    3. Choose the related Sales Person, if any. The Sales Person is the one who is sending the invoice. This is used where a Sales Agent needs to be associated with an invoice.
    4. Check the Allow to deduct from deal box if you would like to be able to deduct an outstanding balance from an agent's next commission payout. The invoice will appear in the agent's disbursement card in the deal:
      mceclip1.png
    5. Choose the Payment Terms for when you would like to receive the payment. This will determine any of the following:
              - when the invoice is Auto-charged, if applicable
              - when the invoice shows a status of overdue
              - when late fees will be incurred by the recipient and added to the invoice, if applicable 
    6. Add / Edit the available Payment Methods for methods by which you'd like to receive payment. By default, all activated payment methods will be available. We suggest using Zipi Pay to facilitate bank transfers and Authorize.Net for credit card payments.
    7. Choose the Product/Service for which you are invoicing. If you do not already have the Product/ Service created you may create one on the fly here.
              - The Account will auto-populate based on the Ledger Account you associate with the                    Product/ Service.
             - The Rate will auto-populate based on the Price in the Product/ Service, however                              you may change it for the current invoice if needed.
      mceclip0.png
    8. Add the Description (optional) and Quantity. 
    9. You may add as many items as needed to the invoice. To add an item, click the (+) next to Items
    10. You can also associate the invoice to deals by clicking Deal Association. You can search for a deal and choose a product from the ones you entered under Items.blobid6.png
      • Once you associate a deal to an invoice, you can view the invoice on the customer's card on the deal blobid0.pngblobid1.png
    11. You can assign the invoice to a Division
    12. You can apply credits by checking Apply Credits
    13. Once all that is done, click the Create button and choose:blobid7.png
      1. Create and Send to finalize and send your invoice immediately. Your invoice will be sent to your contact’s nominated email address on file.
      2. Create as Draft so that the invoice can be edited and sent at a later date.

      3. Create as Open creates the invoice but does not send it. The status will show as Open. 

Editing Invoices

  1. Click the overflow menu in Actions blobid1.png
  2. Select Edit from the dropdown blobid2.png
    Note: You cannot edit Paid invoices. The Edit option will be disabled. 
  3. This will open the Edit Invoice page blobid3.png
  4. You can change anything except the Customer, this field is disabled 
  5. Once you make your changes, click Save and the invoice will update blobid5.png

Deleting Invoices 

  1. Click the overflow menu in Actions blobid1.png
  2. Select Edit from the dropdown blobid2.png
    Note: You cannot delete Paid invoices. The Edit option will be disabled. 
  3. This will open the Edit Invoice page blobid3.png
  4. Click Delete to delete the invoice blobid6.png
  5. On successfully deleting the invoice, you will see a success message at the bottom of the screen blobid7.png

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