Both those who send and receive invoices today have completely different expectations of how an invoice is delivered than what was the case just a few years ago. Electronic formats such as EHF have gained an ever-increasing market share, and with new services we are probably only at the forefront of innovative solutions focusing on good user experiences for both invoice issuer and recipient.
That customers want to receive invoices in different ways, in a world of ever-increasing formats and payment methods, can quickly develop into a jungle if one has to keep in mind all these settings. That is why we have developed a solution that handles this automatically.
In short, it works like this:
- You bill a customer from 24SevenOffice.
- The system automatically finds the preferred method of distribution of invoice to customer.
This means, for example, that customers who want a pre-defined invoice design and distribution run can use our automatic standard layout, while customers who largely want custom templates and runs can easily build this themselves.
On this page you can read more about all the possibilities that exist in the new invoice distribution, as well as tips & tricks on how to invoice your customers more efficiently.
Among the many news items we find:
- New invoice and order templates
- Ability to send attachments with EHF and Email invoice
- A more automated billing process is set up using Distribution Flow
- New exciting distribution methods
- Brand new distribution overview
- Ability to set rules per language for both invoice templates and email templates
- You can now use merge fields in email templates
You choose how an invoice should look using a whole new invoice template system, and you can set up custom Distribution Routes. A distribution run can be explained as a set of rules that tell the system how to distribute an invoice, and can be built up by a plurality of different distribution methods that are placed in a separate hierarchy where the system works its way through the different methods until it finds a method that is possible to use for an invoice. Distribution methods include Email or automatic printing and dispatch from 24SevenOffice, and several new and exciting integrations and opportunities will be launched here in the future.
This image can be found under Settings in the invoice module. These options are Setup, Templates, Email, Printers , and Distribution Run . Here we briefly summarize the settings that exist under each of these buttons.
Here the invoice distribution is activated. Click the Enable button to start using the invoice distribution.
(This is already enabled in new clients)
Click "Disable billing" to pause the client billing option. This feature allows users trying to bill to be notified that billing is paused. It will still be possible to create orders in the system. The point of being able to temporarily stop invoicing is that in this way you will be able to prevent invoices from being sent via the new invoice distribution before you are ready for it and have set up all settings and templates in the way you want.
When an invoice is stored in a new invoice distribution, a PDF file is generated in the same process. This PDF file follows the invoice as an attachment, regardless of which distribution channel you choose to use. Therefore, the settings for " Templates" should be set as one of the first things to do before using the new invoice distribution to get a satisfactory appearance on their invoices. If needed, it is also possible to generate a new PDF of the invoices afterwards.
Order / Invoice email
Here you can enter text templates used for invoice distribution via email. You can have your own template per language used in communication with customers. One can, for example. have an email template for Norwegian customers whose text is in Norwegian, and a template for English-speaking customers whose text is in English. The system automatically selects template based on "invoice language" under CRM customer card settings.
By default, the system will distribute email invoices through a system account with the address " firstname.lastname@example.org ". Under Email account settings, you can enter your own email account and send invoices via this account instead of the system account. The email account entered here automatically applies to all users in the client when distributing an invoice via email.
It is now possible to use cloud printing / "ePrint" in the system. In short, cloud printing involves sending a document to an email address that is connected to a physical printer, and that the document is automatically printed when the printer receives the document via email. Under the Printers menu, you can enter email addresses configured on printers with cloud print support and then easily select invoice printing via these printers as a distribution channel for billing.
A more automated billing process is set up by introducing "Distribution flow" into the system. A distribution run is a set of rules that define how an invoice should be distributed to the invoice recipient. It is possible to set up individual races at the customer level, or a more senior level per country. The system has a predefined standard run consisting of the EHF, Email and AutoPost methods.
Click here to go to the distribution settings collection page.
Distribution - a completely new overview of distribution status per invoice
The Distribution menu option contains the following tabs: Manual, Failed, Distributed, and Distributed.
Manual: Displays invoices that do not have a defined distribution method, and invoices that have the "Do Not Distribute" distribution method set. Invoices appearing here must be distributed manually. You can either Print, Download (PDF), or Send (Email or EHF). It is also possible to change template (Replace template) before distributing.
Failed: Displays invoices that have failed to arrive at the selected recipient. Any error codes and explanations from the distribution system can be retrieved by selecting the invoice and clicking the Log button .
Distributor: Displays invoices that are in the process of being distributed to the selected recipient. Invoices in this status are locked for changes.
Distributed: Displays invoices that are confirmed as distributed OK.
The "Distribution" column shows the distribution method used for the current invoice. If an invoice is distributed more than once, the system also shows the number of shipments in brackets.
To view the distribution log for each individual invoice, you can select an invoice and click the Log button in the upper menu. In case of errors, you can mark the system message that appears in the log and copy the link, and then send it to the Customer Service for further investigation.
The Invoice List menu item contains four new buttons in the upper menu bar: Print, Download, Send, and Change Template.
Here you choose whether you want to print via a "cloud printer" or via a local printer.
Here you have two choices to download. Select an invoice and Download the invoice as a PDF file. You can also select multiple invoices at once and then click "Merge and Download", then the selected invoices will be merged into a single PDF file.
Here you have two choices. Send invoice as email, or Send invoice as EHF.
Select a new template for the selected invoice and generate a new PDF. Note: original invoice appearance is changed using this feature).
You can now upload and distribute attachments along with your invoices. The attachment is distributed along with the invoice using the following distribution methods:
- Electronic invoice (EHF)
- AutoPost (automatic printing and dispatch of 24SevenOffice's affiliate. Provides the attachment is in PDF format)
- CloudPrint (printing via ePrinter / Cloud printer added under Printer Settings)
To add an attachment:
Go to Order Processing and create an order. Please note that the order must be saved in order to use the Attachment feature.
Click Attachments to open a window where you can upload attachments either from a local source or from the file system available in 24SevenOffice.
It is possible to choose whether the attachment should be visible and distributed with the invoice, or whether the attachment should only be available internally as a file linked to the relevant invoice.
The attachment also becomes available under Distribution for all statuses.