Managing Invoice Payments
An invoice’s status reflects its current phase in the billing process. In ReachOut, we maintain the following invoice statuses:
- Active – Invoice has been created. A newly created invoice is set to be in Active status by default.
- Void – Invoice is voided. If there is any error, you can cancel the invoice without deleting it from the system.
- To change the invoice status to Void, select Mark as Void from the Actions drop-down.
- You can also change the voided invoice back to Active.
- Archive – Invoice is retained for record-keeping but removed from the main listing.
Based on the payments received, the invoices are categorized as:
- Paid – Invoice has been paid in full by the customer.
- Not Paid – Invoice has not yet been paid by the customer.
- Partially Paid – Customer has paid only a portion of the total amount due.
Managing Payments
ReachOut integrates with Stripe to facilitate online payments. Account Managers or Admins can generate invoices and email them to customers with an embedded payment link. Additionally, field agents can collect payments on-site by sharing a payment link or using a QR code. Customers can also make payments directly through the Customer Hub. For more details, refer to the article Collecting Payments Online.
Offline payments can also be recorded against invoices using the Mark Payment option on the Invoices Listing page.
Writing off an Invoice
If no further payments are expected for an invoice, the admin can write it off. The invoice will be marked as Paid and will not be displayed in the list of outstanding invoices.
To write off the outstanding invoices:
- On the Invoices page, click the View icon next to the invoice.
- On the Invoice Details page, click the three-dot button and select Write Off.
- Click the Confirm button in the confirmation pop-up to finalize the write-off.
- The write-off amount will be displayed in the Payment History section, and the invoice will be marked as Paid.
Managing Invoices without Payments
If the Payments feature is not enabled in your account, you can manually update the payment status of the invoices.
To change the payment status:
- Navigate to the Invoice Details page.
- Use the drop-down menu to set the payment status to Not Paid, Paid, or Partially Paid.
ReachOut simplifies invoice management with flexible status updates, payment options, and a write-off feature. These tools help maintain accurate records and streamline the billing process efficiently.