Now that your Syncro account is set up for invoicing and billing and you have some Products and Services, your Billers or Business Leaders can create new one-time and recurring/scheduled invoices. For the latter, you'll learn both per Device and per User billing models, as well as how to bill your customers for flat fees pending ticket charges, and automate payment collections.

Step 1: About the Invoices Page

The Invoices tab/page is your one-stop shop for everything invoice-related.

It displays a tabular list of all your invoices, and above it, an at-a-glance visual representation that's also interactive. This page allows you to search and filter your invoices list by various criteria so you always find the one you're looking for. Under Invoice Modules, you can navigate to your list of Payments, or work with your Recurring invoices.

A quick preview of each invoice can also help you save time; you don't need to navigate away from the page to see what's happening or take action. When you check the boxes next to one or more Invoices, a Bulk Actions button also appears so you can update several invoices at once.

Navigate to the Invoices tab and take a look around. Review About the Invoices Tab/Page to help you.

Step 2: Create an Invoice

There are several ways you can manually create an invoice:

• The global “New” menu, 
• On the Invoices tab/page, and
• The Make Invoice button at the top of a Ticket.

Watch this short video to learn more:

From the Invoices tab, manually create a one-off invoice. In the Line Items section, either search for an existing Labor product or use the Add Manual Item button to enter whatever you want. (Bonus: Edit the Description after the Line Item has been added.) 

Step 3: Prepare an Invoice from a Ticket

Syncro's advanced time tracking features help you and your Technicians track time that is billable to your customers, as well as time that is not. For billable ticket time, you can add charges to an Invoice so you can get paid for that work. 

Note: To learn more about how your Technicians should be tracking time, see Step 2 of the Technician Training Guide.

The amount displayed on the Add/View Charges button at the top of a Ticket's Details Page includes amounts from any Ticket Timers with a status of “Charged," plus any non-labor charges (e.g., hardware, materials, etc.) added in the Ticket Line Items pop-up window. Creating an Invoice from that ticket is as simple as clicking a button.

Tip: If you want to automatically charge for Ticket Timer items, check the “Ticket Timer - Charge Billable Time by Default” box in your Ticket Settings. (There are also several other settings there for billable vs. non-billable time you may want to explore.)

Open (or create then open) a Ticket's Details Page. Add some billable charges using the Labor Log and/or Ticket Line Items pop-up window, then create an Invoice for the work. Note how the Status in the Labor Log for each item changes from “Not Charged” to “Charged” then “Invoiced.” (Bonus: Review Prepare an Invoice from Ticket Charges.) 

Step 4: Collect Payments on Open Invoices

Now that you're charging your clients for your products and services, you'll need to accept their payments. 

Syncro provides multiple ways for you to apply payments to open invoices. You can take full or partial payments, take an overpayment (for Store Credit), and split payments across multiple invoices. You can apply funds to multiple invoices from a single screen, or use the Quick Payment feature to mark invoices as “Paid” with a single click.   

Manage Invoice Payments contains more detailed information and step-by-step instructions for each payment option. Navigate to the Invoice you created in Step 3, and take a Full Payment by Check.

Step 5: Create a Recurring Invoice

A Recurring (or Scheduled) Invoice is a template from which many individual invoices are created. 

You can use Syncro's Recurring Invoice feature to generate and automatically send invoices to an Organization you support. The most common need is for monthly or annual billing, however, Syncro can also generate invoices for other frequencies. 

If you use a payment processor and Stored Payment Profiles, you can also set Syncro to automatically charge your customer for a recurring invoice. (We'll talk more about this in Step 7.)

Watch this short video to learn more:

Tip: The Invoices that are recurring are displayed in the Invoices table with a cycle () icon next to them.

Use the step-by-step instructions in Work with Recurring Invoices to create the schedule for a new Recurring Invoice. For future training steps, check the “Add Pending Ticket Charges” box and leave the associated dropdown menu defaults.

Step 6: Add Pending Ticket Charges 

You can set up a Recurring Invoice to automatically add any pending ticket charges (i.e. charges that have not been invoiced) for a Customer Organization. This is particularly useful if the Organization generates multiple tickets throughout the month but you prefer to invoice them on a monthly basis.

When Pending Ticket Charges show up, you can add all (or a subset) of them to your Invoice. 

This is possible because back in Step 5 you checked the “Add Pending Ticket Charges” box and left the defaults in the dropdown menus:

Of course, you can change these values so that you only see Pending Ticket Charges for specific Ticket Statuses (e.g., “Resolved”), and to change the order of how they'll appear in the Line Items section of your Recurring Invoice. 

If you want to see how this works, manually create a Ticket for the Organization your Recurring Invoice is for, then add some time to that Ticket using the Ticket Timer/Labor Log. (Tip: Make sure the Status is Charged.)

Step 7: Add Line Item Types for Recurring Invoices

Now you'll add some line items that replicate every time a new invoice is created. Syncro empowers you to customize a single invoice with different types of dynamic counters to ensure you never leave money on the table. 

You'll find these options in the Recurring Type dropdown menu when you scroll down to the center of your Invoice.

Watch this short video to learn more: 

Familiarize yourself with the different Line Item Types for Recurring Invoices. Then use the "Asset Counter" line item type to bill an Organization based on the number of devices you're responsible for. (Bonus: Include a $7.00 charge in your Recurring Invoice for the Contacts/End Users who have remote access (i.e., Splashtop Work From Home) enabled.

Step 8: Auto Charge for Recurring Invoices

When a payment processor has been enabled on your account and the Organization has a stored payment profile that you've set to auto bill, there's no need to manually add the pending ticket charges. All of this happens automatically so you can set it and forget it!

If you previously integrated a payment processor like Stripe to accept credit card payments, create a Stored Payment Profile for one of your Organizations. Then edit your Recurring Invoice and select it to automatically charge them. (Bonus: Learn about and create an Expiring Payment Profile Reminder.) 

Next Steps

If you've completed these steps, you can bill your clients and get paid using Syncro!

• To make sure you're adding charges for Parts to your Invoices, see Parts Orders.
• Check out available documentation in the Invoices & Billing category.
• Explore the other available Training Guides.