Invoice management software system

Automate your invoicing processes and issue regular invoices over a range of dates.

Features of invoice management software system

Download Repetitive Invoice management software system functionality (as part of Enterprise) product sheet in pdf or read below.
Download CRM product sheet (pdf)

Table of Contents


Contracts management system

HansaWorld supports repetitive billing with the Contracts Module. For any arrangement where you wish to issue a number of invoices over a range of dates, you should set up a Contract. Typical uses include fixed price support and maintenance agreements, memberships and other subscriptions, and some rental and agency arrangements. Each Contract has a start date and an end date, and the date the contract was entered into. You also enter the number of invoices you wish to print at any time, and the length of each invoicing period. This can be any number of days or months. Having set up the rules for repetition of invoices, you then set up the invoice itself. Tabs on the Contract screen are similar to the tabs for entering normal invoices to the Sales Ledger.

Example:

If you set the length of the invoicing period to 3 months, and the number of invoices to print at any one time to 3, you can produce 3 invoices for a quarter at one sitting, with invoice dates separated in monthly intervals. Other settings will allow you to produce one invoice in a quarter with three line items, one for each month, on it or one invoice per quarter with one line item for the quarter on it. Periods can be days if required.

Invoice management system

HansaWorld's report management system functionality supports detailed reporting on the value of invoices to be raised in a given period, selectable on various criteria including Contract type, Customer, and Contract number. You have the chance to check what will happen before running automated invoice software routines, so you can proactively correct any problems.

Invoice management software functionality in Enterprise has the batch routine for creating invoices which runs in an identical way to the report, but instead of creating a report it creates the invoices themselves. The invoices are unposted, allowing checking and either batch or individual posting. The invoice dates default to the current date, but can be overridden with automatic features. You can force invoice system calculate the invoice date from any number of days before or after the Contract date.

Deferred Income

Each Contract allows a different pattern to be created for releasing of deferred income. A single invoice for annual maintenance, for example, will usually be split equally over the twelve months. Invoice management in Enterprise handles automatically the creation of the forward entries releasing income from deferred income, holding them as pending entries. At any time you can report on what has been posted to deferred income, and what remains to be released.

Integration with Customer Relationship Management

HansaWorld can be configured automatically to create an Activity in a To Do list for a given person or group of people. For example, this can be used to handle the date-based reminders to mail renewal letters or telephone customers to chase for subscriptions as a contract becomes due. Once in the system, as explained in more detail in HansaWorld and CRM, it is possible to automate the creation of further reminders at a preset periodicity, such as annually.

HansaWorld also has Service Agreements. Aside from reporting, this supports automated routines for scheduling visits from service engineers.

Quotes and Status

Quotations for contracts can be created within the Contracts Module and their status tracked to include issue, acceptance, credit checks, contracts issued and so on. Upon acceptance of a quotation, a contract can be created with a single command and without rekeying details. The status of the contact and the invoicing status of a customer with payment history are instantly viewable on screen.

Updating Contracts

During the term of a contract, details of things in a contract may change in other parts of the system - customer details and terms, item descriptions, characteristics and costs and other relevant settings. A simple maintenance function - Update Contracts - will refresh contracts with these new details automatically without having to edit many existing contracts.

Circulation Contracts

For publishing-type contracts, a simple export of circulation details permits the printing of labels, letters etc for fulfilment purposes.