You have the flexibility to add fees (additional charges) or discounts (credits) to an invoice for any reason - late fees, loyalty or referral discounts, fax charges, etc. You can locate unpaid invoices that should be assigned a fee or discount, using the aging report in the system or the invoice finder. You can then assess a fee or grant a discount on any unpaid invoice, either as a percentage of the total invoice amount or as a flat dollar figure. You can also label the fee or invoice any way you choose. Finally, you can send or re-send the invoice to the client.
Locating one or more invoices to receive a fee or discount
There are many different reasons why you might want to add a fee, which increases the invoices total, or a discount, which decreases the invoice total. Because of this, you can use a few different methods to find the invoices you wish to add late fees to.
Using the aging report
First, you can use the Accounts Receivable Aging Report, which lists all clients with unpaid invoices as well as the number of days the invoice has gone without being paid. This may be a good way to find clients that need to be assessed a late fee. You can access this report by simply clicking the main Accounting button, or by navigating to Accounting > Accounts Receivable and clicking the Aging Report link.
Then you can locate any companies who have invoices old enough to be charged a late fee, and you can click the company name to bring up all their outstanding invoices.
Using the client invoice finder
If you prefer, you can put specific parameters into the client invoice finder, such as creation date of the invoice, client, and paid status. See Searching for client invoices for more information on using this tool.
Using the invoices link from the client editor
You can look up a client as you normally would from Clients > View Clients. Then, when you've brought up the appropriate client:
Open the Client Information section.
Scroll down to the Account Information area of this section.
Find and click the View All Invoices link or the View Unpaid Invoices link as desired.
Adding a fee or a discount to an invoice
Any unpaid invoice has a link to add fee/discount at the bottom of the invoice snapshot
Here's how to add a fee or discount:
Click the add fee/discount. This will add the fee/discount selector to the page.
Choose whether you wish to add a fee (which will add a charge to the invoice total) or a discount (which will lower the invoice total) by choosing Fee or Discount from the first pulldown.
Choose how you wish to calculate the fee/discount amount. You have two choices:
% - Percentage of Total: Choose this to enter a percentage of the overall invoice total to assess as a late fee. For example, if the invoice is for $400, and you enter a fee of 5%, the system will add a $20 fee to the invoice. Make sure you only enter the numeric part of the percentage; our system adds the percent sign for you.
$ - Dollar Amount: Choose this to enter a flat fee to assess to the invoice, regardless of how large or small the invoice is. For example, you can create a $15 discount by simply typing 15 into the field after choosing to enter a dollar amount.
Choose a label for your fee or discount, such as Late Fee, Volume Discount, or Fax Fee - 45 pages. This will appear next to the fee/discount amount on the summary invoice. If you leave this blank, the fee or invoice will not be labeled, but will only show the date and dollar/percentage amount.
Click Submit to add the fee/discount to the invoice, or click the hide link to change your mind.
Once you add the fee or discount, the system will refresh and show you the new invoice total.
When you view the invoice summary, you'll see the fee or discount as a separate line item.
Create Exception Price and Re-run invoice Delete the invoice, thus freeing the searches to be picked up by another invoice Exception price the appropriate searches or pacakages Re-create the invoiceCreating new Credit Card Payment Pay the new invoice by credit card from the accounting section in the clients module Deleting old Credit Card Payment Delete the previous charges via your third party credit card processor.Volume Discount Client tab>View Clients>Pricing>Choose a client/check> Override pricing on a client level>Edit Client Pricing>volume pricing is at the bottom of the page