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, take deposits, and do refunds.

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: 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.

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. (Bonus: Go back to the Invoice you manually created in Step 2 and turn it into a Recurring Invoice using the Actions menu.)

Step 5: Understand the Line Item Types for Recurring Invoices

Now you'll add the 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 6: Add Pending Ticket Charges to Recurring Invoices

You can set up a Recurring Invoice to automatically add any pending ticket charges (i.e. charges that have not been invoiced) for the 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 4 you checked the “Add Pending Ticket Charges” box and left the defaults in the dropdown menus:

but you can change these dropdowns 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. 

Step 7: 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 2, and take a Full Payment by Check.

Step 8: Take Deposits & Refund Payments

You can set up Syncro to collect deposits from customer Organizations for a Ticket. To take deposits, you will need to:

• Enable the deposits feature in your Invoice Settings,
• Create deposits (e.g., a specific dollar amount and/or percentage) as Products,
• Take the deposit for a specific Ticket using the Actions menu on its Details Page.

You can also process Full or Partial Refunds for Tickets that have been invoiced.

Navigate to the Ticket you created in Step 5. Then take a Deposit. (Bonus: Completely refund that deposit.) 

Next Steps

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

• Check out available documentation in the Invoices & Billing category.
• Explore the other available Training Guides.