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What is the benefit of Invoice registration in the system?

The invoice issued is only a half of the victory. The real victory is the bill paid. In the invoice section, you can easily monitor the invoice status and get the necessary reports for the selected parameters.

Section „Invoices”

 

System options

  • To prepare and send invoices to customer electronically
  • To receive and manage incoming invoices in connection with the project progress 
  • To manage and control the payment of bills through the imported bank transactions 
  • To analyze data across company units, activities and cost centers 
  • To add comments and notes about the invoice management

 

 

Your benefits

  • Starting from the moment, when the Potential is registered in the system, the database of potential and real clients is developing automatically in the system. If a real cooperation with some of potential clients is not forming initially, you still have got your business gold resource - client contact information that you can use in future projects
  • The information of the realized project with a single click will automatically be moved to the Invoice section and the information need not to be entered repeatedly
  • There is always the responsible person for every task and work, and there is no possibility to delete the responsibility. Once the responsible person has been set in the system, there is no risk that at some moment the tasks are uncontrolled or the client has not received the response (for example, if the responsible employee is ill or on holiday). Of course, at any time with a single click you can change the responsible person and you will always see which employee is working on which project.
  • Exactly at the same moment when the Potential is registered in the system, the time countdown has begun for its realization. Thus, fully the risk of "work to postpone" is eliminated. The system allows you to identify and track tasks quickly which are approaching deadline
  • In the process of task realization you can post comments about their progress in a free text format. The end in itself of the system is not just to accumulate the information and to make their users to fill in massive information fields. Each deal and the process of its realization can be unique, so the free text format for comments has been created deliberately, without limiting system users with predefined and un unchangeable information fields. In our opinion, it is not decisive to count how many e-mails are sent or how many phone calls are made ​​to successfully complete the deal. The history of all comments and corrections accumulated chronologically in the system, forming a complete overview of the accomplishment of the work
  • The Invoice is a successive continuation of the Project. In the system all information about the progress of deals is accessible, so it is possible to ensure the management of the project accomplishment and invoice payment on the basis of an accurate and reasonable information
  • As the invoice payment can be controlled through the imported bank payments and manual records do not have to be done, "human" errors are fully impossible
  • In the system issued and received invoices, information about advance and delayed invoices, debt sums etc. are divided clearly
  • Data about the responsible persons, deadlines and work progress make the statistical database about the unsuccessful (rejected) and successfully realized potentials. In this way, business management is provided with a valid, complete information and data for making the analysis of business efficiency
Outgoing invoices

In the Outgoing invoice section you can register and administer outgoing projects

To add a new outgoing project, click the gray button "Add" and a new section "Outgoing invoice" will be created

 

Section „Outgoing invoice list”

 

Section „Outgoing invoice”

 

 


 

Read more about the ways to prepare invoice  here
Read more about filling the Partner section here
Read more about filling the Responsible section here
Read more about filling the History section here

 

 

Product or service recipient is another client

If a product or service recipient is not the same partner (client) to whom you want to issue an outgoing invoice and/or the product is being transported by transporter, then mark the nescessary checkbox  to the left of the text "Receiver is not a partner" or "is being transported". A new section "Receiver" and ""Transporter" will be created

Section "Receiver" unad "Transporter"

 

 
 To add as a receiver or a transporter the partner who have been previously registered in system start typing this partner company's name in box "Name".  The system will automatically offer you to choose the name of partners' companies which are registered in the system. After choosing the necessary partner company name system will automatically fill the remaining information fields  (address, registration number, VAT number, account, bank, contact person, phone) according to the information of the section "Partners"
 

  To add as a receiver or a transporter the partner who is not registered in system, click the gray button "Add new partner" and fill the required information

 In box "Delivery place" you can enter the address where the product or service must be delivered

  In box "Delivery date" select a the delivery date

 

Product or service delivery

If you deliver a product or service to its receiver (regardless of whether to the partner to whom you address outgoing invoice or to another receiver), mark the necessary checkbox   to the left of the text "Is being transported". A new section "Transporter" will be created

Section „Transporter”

 

 In box "Name" enter the name of the transporter

 In box "Number" enter the vehicle registration number

 In  box "Name, Surname" enter the name and surname of the transporter

 

 

Preparation of outgoing invoices IN DETAIL

In the section "Information about invoice" you can enter information about invoice:

invoice type, invoice number, payment method, currency, task, invoice date, invoice due date, language, the unique field, explanation, as well possibility to apply different VAT and discounts, the possibility to show delayed and advance invoices

Section „Information about invoice” 

 

 In box "Invoice type" you can choose the type of invoice (choose from list or create a new one)

To create a new invoice type, click the lower text "Create new invoice type" fill in the required information in the subsection "New invoice type" and click the blue button "Create"

Subsection „New invoice type”

Read more about invoice types in Setting section  

 

 In box "Number" system will automatically enter the invoice number; if you want,you can enter a different invoice number manually

 In box "Payment method" you can choose the payment method

 In box "Currency" you can choose currency

Read more about currency and exchenge rates in Setting section 

 

 In box "Task" you can enter task or activity (activities) which must be done to realize the invoice

 In box "Invoice date" system will automatically enter the date when the invoice is issued

 In box "Invoice due date" you can choose the date (term) when the invoice must be paid

 In box "Language" you can choose the language of invoice

 In box "Description" you can enter a more detailed description about the invoice in a free text form

 In the column "Unit", "Amount", "Price", "Total", "VAT" fill in with a necessary information 

 If necessary in box "VAT reference" you can add a reference about VAT, such as a reference to the specific law, regulation etc. 

To create a new VAT reference click the lower text "Create new VAT reference". In the subsection "Add new VAT rate" enter the necessary VAT rate and click the blue button "Add" 

Subsection „Create new VAT reference”

Read more about VAT references in Setting section 

 

Attachments

Section "Notes and attachments"

If you want to add an attachment (for example, review about tasks, Acceptance act etc.) in the column "Attachments" click the text "Select a file to upload"  

If the file that you want to add as attachments is already uploaded in the system, click the gray button "Select from list"

 If the file that you want to add as attachments is not uploaded in the system, click the gray button "Upload"

 In box "Name" you can write the attachment name

To delete the attachment, click the red cross "Delete" that appears opposite to the row of the uploaded file

To view the attachment, click the eye-symbol "View" next to the red cross "Delete

 In box "Description" you can enter a more detailed description about the invoice in a free text format

 

Invoice positions

In the section "Information about invoice" there are several columns where you can administer and create invoices for specific features: Unique field, Project, Explanation

In the column "Unique field" you can split the invoice into several positions in order to gain more detailed overview of the financial flows through your business activities and specific positions. If necessary these data will give you the opportunity to make better business management analysis. You can create invoice position accordingly to your needs in the unlimited amount and degree of detailed elaboration.

Column „Unique field” 

 

Analytics or activity types

To create new activity types that are necessary and most appropriate for your project (in a system - Analytics) click the lower text "Create new analytics" 

Fill in the necessary information in the subsection "New analytic" and click the blue button "Create"

Subsection „New analytic”

You can also build a tree with subsections selecting the function "Place the center under the existing record." For example, under the bill position (Analytics 1) "Web projects" you can create such invoice subpositions (Analytic 1.1, Analytic 1.2 etc.) as "Design", "Programming", "Testing", etc.., thus getting a complete overview over the project cost of formation and positions 
 Read more about analytics in Setting section 

 

Cost centers or financial categories

 

To create new financial categories that are necessary and most appropriate for your project (in a system - Cost centers) click the lower text "Create new cost center" 

Fill in the necessary information in the subsection "New profile" and click the blue button "Create"

Subsection „New profile”

Read more about cost centers in Setting section 

 

Inclusion units in invoice

If your company has several units then in the third field of column "Unique field" you can choose to issue the invoice from a particular unit which is previously registered in the system in the section "Profile"

Information field „Company units”

 

Invoice acquisition for projects

In the column "Project" you can choose the project which is related to invoice (the possibility to choose from the project list which have been started with the partners to whom you are issuing the invoice). If you have chosen the particular project, then an invoice will be automatically transferred to project income (more here)

 

 

***

In the section "Information about invoice" you can apply 1) different VAT, 2) row discounts, 3) invoice discount, as well as 4) the possibility to show delayed invoices and 5) advance invoices

 

Different VAT rates

In order to apply different VAT rates mark the necessary checkbox in the upper left corner. In the middle part of section "Information about invoice" a new column "VAT" will be created. In the column "VAT" you can choose from the list of VAT rates or to create a new VAT rate. To create a new VAT rate click the lower text "Create new VAT rate".  In the subsection "New VAT rate" enter the necessary VAT rate and click the blue button "Create" 

Section „Information about invoice” without  column "VAT" 

Section „Information about invoice” with column "VAT" 

 

Subsection „New VAT rate”

Read more about VAT rates in Setting section 

 

Row discounts

 

In order to apply row discounts, mark the necessary checkbox in the upper left corner.

The row discounts and the invoice discount can't be applied at the same time. Row discounts and invoice discount are applied as a percentage. If you want to apply a discount for concrete entry (or entries) or for concrete invoice part (parts)/ position (positions) then you should choose the option "Row discounts." If you want to apply a discount to the whole invoice then you should choose the option "Invoice discount"

In the middle part of section "Information about invoice" a new column "Discount" will be created. In order to apply row (entry / position / offer part) discount (discounts) enter the concrete discount in the column "Discount"

Section „Information about invoice” without column "Discount" 

Section „Information about invoice” with column "Discount" 

 

Invoice discount

 

In order to apply invoice discount, mark the necessary checkbox in the upper left corner.

The row discounts and the invoice discount can't be applied at the same time. Row discounts and invoice discount are applied as a percentage. If you want to apply a discount for concrete entry (or entries) or for concrete offer part (parts)/ position (positions) then you should choose the option "Row discounts." If you want to apply a discount to the whole invoice then you should choose the option "Invoice discount"

In the middle part of section "Information about invoice" a new row "Invoice discount" will be created. In order to apply invoice discount, enter the concrete discount in the column "Invoice discount" 

Section „Information about invoice” without row „Invoice discount” 

Section „Information about invoice” with row „Invoice discount” 

 

Delayed invoices 

To view the delayed invoices, mark the necessary checkbox in the upper left corner. A new section "Delayed invoices" will be created 

Without section "Delayed invoices" 

With section "Delayed invoices" 

 

Advance invoices

To view the advance invoices, mark the necessary checkbox in the upper left corner. A new section "Advance invoices" will be created 

Without section "Advance invoices"

With section "Advance invoices"

 

 If you have chosen to apply advance invoice, mark the checkbox opposite to the necessary invoice

If you have marked the checkbox opposite to the necessary invoice prepaid sum will automatically be transferred at the information of the invoice

Section  „Information about invoice" (Prepayment)

 

 

Save!

When the section "Outgoing invoice" is filled with information click the gray button "Save"

 

Print!

To print the section "Invoice" with the information filled click the gray button "Print"

 

Cancel!

To cancel the prepared invoice, click the gray button "Cancel" 

After invoice canceling it won't be possible to edit it anymore 

 

PDF

 

To convert  the prepared invoice to PDF format, click the gray button "PDF" 

 

 

Congratulations, you've prepared the invoice! Time to send it to the client!

How to send invoice to the client?

When the section "Outgoing invoice" is filled with information you can send the prepared invoice to the client to pay

To send the invoice to client ,click the dark gray button "Send"

 

Subsection "Sent invoice" will be opened. In box "E-mail to send" enter the client e-mail to which your prepared invoice will be sent and click the green button "Send"

Subsection „Send invoice”

 

Partner (client) will receive your prepared invoice in the following format:

Section „Outgoiung invoice sent to client

Outgoing invoice list

When outgoing invoices are added in system a new section "Outgoing invoice list" will be created where you can view all outgoing invoices

Section "Outgoing invoice list

 

In the column "Status" the status of each outgoing invoice is shown

The outgoing invoice may have the following statuses: New (outgoing invoice), Sent, Canceled, Paid, Delayed 

In the column "Date" the date when each outgoing invoice is prepared is shown

In the column "Debt" invoice sums are not paid by customers are shown

In the column "Tax" the tax amount of each outgoing invoice is shown

In the column "Total due" all total amount sums of outgoing invoices are shown

In the column "Term" the due date when each outgoing invoice must be paid is shown  

To delete one or more invoices, click the red cross "Delete" which is opposite the concrete invoice in the column "Actions"

To edit information about some of the invoices: 

  • click the yellow color pencil symbol "Edit" in the column "'Actions" opposite the concrete invoice
  • place your computer's mouse on the invoice's line (it will be colored darker) and double click 

To view the history (when the invoice is issued, when it is paid etc.) of the invoice, click the gray chain - symbol "Link" opposite to the concrete invoice in the column "Actions". The system will automatically open Linking section with all related historical information about the concrete invoice

 

Example - Outgoing invoice + bank income

In order to simplify the search of records use filter fields (Search by ..) on top of each column as well as the box "Search"

To change the number of records that displays within the same page in box "Show [the number] records" enter the necessary number of records

Incoming invoices

Any incoming invoice related to the project can be registered in the system in the invoice section  and the invoice sums are automatically counted in project expenses and project profit calculations

To add a new incoming invoice, click the gray button "Add" 

Section „Incoming invoice list”

 

 

Read more about filling the Partner section here
Read more about filling the Responsible person section here
Read more about filling the History section here
Incoming invoice list

When incoming invoices are added in system a new section "Incoming invoice list" will be created where you can view all incoming invoices

Section „Incoming invoice list

 

In the column "Status" the status of each incoming invoice is shown. 

The incoming invoice may have the following statuses: New (incoming invoice), Paid, Delayed 

In the column "Date" the date when each incoming invoice is registered is shown

In the column "Debt" invoice sums are not paid by the company (you) are shown

In the column "Tax" the tax amount of each incoming invoice is shown

In the column "Total due" all total amount sums of incoming invoices are shown

In the column "Term" the due date when each incoming invoice must be paid is shown 

To delete one or more invoices, click the red cross "Delete" which is opposite the concrete invoice in the column "Actions"

To edit information about some of the invoices: 

  • click the yellow color pencil symbol "Edit" in the column "'Actions" opposite the concrete invoice
  • place your computer's mouse on the invoice's line (it will be colored dark) and double click 

To view the history (when the invoice is registered, when it is paid etc..) of any invoice, click the gray chain - symbol "Link" opposite to the concrete invoice in the column "Actions". The system will automatically open Linking section with all related historical information about the concrete invoice

 

Example - incoming invoice + bank expense

 

In order to simplify the search of records use filter fields (Search by ..) on top of each column as well as the box "Search"

To change the number of records that displays within the same page in the box "Show [the number] records" enter the necessary number of records

How to pay incoming invoices?

In order to pay incoming invoices mark the checkbox at the necessary invoice  and click the gray button "Export to bank" 

 

Section "Incoming invoice list"

 

A new subsection "Payment export to bank" will be created. Choose the bank account from the list which was registered in the Partner section, and press the blue button "Export to banks'

 

Subsection  „Payment export to bank”

 
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