Think of an invoice format like an empty bill book. A bill book with unlimited empty bills which can be filled in and the bills issued to your customers. Once you have setup your invoice format within Swipez you too can send an unlimited number bills.
To begin start by navigating to Collect payments - Create Invoice - Create a new format
You can edit an existing format by clicking the Edit format button
The Create Format screen provides a list of ready-made invoice formats. You can Preview these formats and pick one that is closest to your requirement by clicking the Customize button. Enter a name for the format your are creating in the Template name field. For ex. IGST invoice format
This section helps to customize the header section of your invoice.
The header section of the invoice contains sections for your company logo, company name, address and other company specific information.
Upload company logo
Upload your logo file. Make sure the file size is under 2MB and is a valid image file.
Header values in your invoice format
From the Header details section you can remove values that show in the header of your invoice and you can move the position these values appear in. Using the Manage field button you can add new values to your invoice header.
Pick the values you need to display in your invoice header. The values are picked up from your Swipez company profile section.
This section helps to customize the Customer Details section and Billing Details section of your invoice.
Customer details section
This section allows you to add customer related fields into the customer details section of your invoice. Any custom fields added into your customer database structure can be picked using the Manage field button. The move button at the beginning of the field name can be used to decide the position of each field in the customer details section. The delete button at the end of the field can be used to remove a field from the invoice format.
Billing details section
This section sets up the billing fields of your invoice. This section contains 3 default fields:
Billing cycle name — This field is not displayed to your customers when the invoice is sent. It is simply for organizational purposes. You can use this to group your invoices for ex. May 2020 Mumbai Customers.
Bill date — Date the invoice is being raised.
Due date — Date the invoice is due to be paid by.
The move button at the beginning of the field name can be used to decide the position of each field. The delete button at the end of the field can be used to remove a field from the invoice format.
In the billing details section you can add multiple custom fields and change their behavior by clicking the edit icon at the end of the field. Using the Add custom field button you can add multiple new fields to your invoice, setup their data type and define their behavior.
Setup particulars in your invoice
Particulars are individual line items that make up your invoice. These line items are a list of goods or services you provide your clients. You can add new particulars by clicking the Add new row button within the Add particulars section.
Particulars can also be added later i.e. while creating and sending invoices and need not be setup during invoice format creation.
Add columns to your invoice
There are times you would need to add more columns to your invoice particulars section to capture more details against the item you are selling. To add columns click on the Gear icon in the Add particulars section as shown below. This will display the Select display column window, from this window you can select one or many columns that you need.
The following table explains the utility of each of these columns
|#||Item number — this is an auto generated column i.e. a number that represents each line item in your invoice|
|Item||Text description of your product or service that will make it easy for your client to understand the items in your invoice|
|Annual recurring charges||If your service is used as part of an annual contract then you can use this column to add the annual value applicable for your item or service. You can also rename this column and use for another text or number value as well. Please note: This field is not used in any calculations within your particulars row i.e. any money value in this field has no bearing on the Absolute cost calculated for each item|
|HSN / SAC code||Add your product or services HSN or SAC code|
|Description||Text description that will make it easy for your client to understand the items in your invoice. The name of this field can be renamed and used for a text or number value|
|Quantity||Quantity of products that you are selling. This is a number value and will be used to multiply against the Rate field (if added). For ex. If quantity is set as 10 and the Rate field is 500 then cost is calculated using this field 10 x 500 = 5,000|
|Unit type||This field will store the type of product you are selling. For ex. KGs or Bags or Hours|
|Rate||Rate of the product that you are selling. This is a money value and will be used to multiply against the Quantity field (if added). For ex. If quantity is set as 10 and the Rate field is 500 then cost is calculated using this field 10 x 500 = 5,000|
|GST||This is the tax percentage that is applicable to the product or service you are selling. This field will be used to calculate the taxes applicable in your invoice. The taxes entered here show up in the Taxes section of the invoice|
|Tax amount||In case you want add a tax amount manually in a fixed value. This value will be added onto the final cost of your line item|
|Discount||Money value discount that you would like to offer for an item. This is a fixed value and will be deducted from the items cost|
|Amount||Absolute cost or amount that will be charged to your client for the current product or service line item|
|Narrative||Any extra textual information you want to include against your particular item. This field too can be renamed and used for another purpose|
Setup tax values in your invoice
Applicable taxes are already setup in your account Read more. These taxes can be added to your invoice format by clicking on the Add new row button. Using the drop down under Tax label column choose the applicable tax. Taxes can also be added later i.e. while creating and sending invoices and need not be setup during invoice format creation.
Invoice terms and conditions
The terms and conditions that your customers need to be aware of can be added into this section. In the Terms & conditions section click the Add new row button. This section provides a rich text editor which allows you to format the text content of your terms and conditions.
Plugins allow you to add features and functionality to your invoices. There are 14 invoicing plugins currently available within Swipez and new ones get added regularly as per feedback from our merchant base.
Here is the list of plugins available for your usage:
Deductibles — Allows your customer to deduct a Tax deducted at source (TDS) amount before making the payment. This plugins is useful if TDS deductions are applicable for your service or product. Read more.
Supplier — Suppliers plugin helps to notify internal or external staff via email once an invoice has been paid. Read more.
Coupon — Provide discounts to your customers via a coupon code. Customers in possession of your coupon code can apply a discount before making a payment of your invoice. Read more.
CC — Send an invoice copy to internal or external staff via email. Similar to carbon copy (cc) facility in email. Read more.
Round off — Round off final bill value by getting rid of decimal points. Useful where after taxes final totals gets decimal values. This plugin helps to round off final bill amount to nearest number. It can be used by simply clicking the toggle and switch the plugin on.
Acknowledgement section — Attach an acknowledgement section at the bottom of your invoice. Useful if bills are printed and the acknowledgement section needs to be torn off after payment. This will appear in the PDF copy of your generated invoice. It can be used by simply clicking the toggle and switch the plugin on.
Franchise — Attach a franchisee organization against your invoice i.e. the Invoice will be raised in the name of the franchise and split the amount paid by a customer with a franchise or settle the full amount to the franchise. Read more.
Vendor — Attach a vendors organization against your invoice. Split transaction amount with a vendor or settle the full amount. Read more.
Pre-paid invoices — Create invoices for payments which have already been received. Pre-paid invoices will not present a payment option to your customer if the full amount has already been paid. Read more.
Covering note — Send a custom covering note along with your invoice to your client. Invoices with covering notes get sent as a PDF attachment with a pay now button in the email body. Read more.
Notification text — Customize the default Email subject & SMS text sent to your customer once an invoice is sent. Read more.
Reminder schedule — Customize the frequency of payment reminders sent to your customers. Read more. Default payment reminder schedule is :
- First reminder — Day invoice is created and sent
- Second reminder — Three days before due date
- Third reminder — One day before due date
- Fourth reminder — On the day the invoice is due
Partial payment — Allow customers to pay your invoices with part payments. Setup the minimum amount you want your customers to pay. Read more.
Auto collect — Collect recurring payments from your customer similar to EMIs. Allow your customers to setup EMI payments for your products and services. Read more.
Save your invoice format
Click Save in the Final summary section to save your invoice format.