Just like the Purchasing Assistant, the Invoicing Assistant is designed to show you what needs to be billed.
You can set up the Assistant to report daily, weekly or monthly by class of work like monthly contract, work in progress, time & material and special snow billing. Snow invoicing can be set up to create invoices based on when you were on site and what was done on site – linking text and photos to the invoice if required.
You can drill all the way down to the ticket and the time sheets to provide supporting documentation. Set up correctly, snow invoicing can take far less time and result in less hair loss and fewer ulcers.
Like many other customer forms in Aspire (including estimates, proposals, site walks and client budgets) you can set up your invoices to look any way you want.
You control the billing details – whether you show per unit pricing, lump sum, line item, or any combination thereof. This feature is especially useful with snow and irrigation billing where customers require grinding detail. You want to make the customer happy, and we provide you with the capability to do that.
Invoicing is integrated with your customers’ contacts in CRM. You set up customer contacts to receive invoices electronically (or not…paper is also an option). Since the email comes from your server, not the Aspire cloud server, it is far less likely to end up in the Accounts Payable Department’s spam filter creating delays in payment to you and requiring you to make those A/R collection calls you love so much.
Aspire provides detailed account management functionality to handle billing, payments, credits, etc. Detailed customer account and aging reports are easy to use, and they are linked through the invoice back to the actual work tickets and estimates should customers challenge an invoice’s accuracy or want back-up documentation.
Invoices are created in Aspire, not QuickBooks. Payments are applied and deposits are created in Aspire, not QuickBooks. The deposit transaction is electronic and updates your Cash and AR accounts so your QuickBooks Balance Sheet is always accurate. But the real work of invoicing and collections is managed in Aspire.
Since we track invoiced and earned revenue by customer, by division and service type tied to the actual labor and material/subs expenses, you have live “real time” P&L reports for assessing client profitability in Aspire.