Invoices

This guide will walk you through the essential steps and best practices for Invoicing in Trak so you can ensure your business gets paid as soon as possible for your completed jobs.

Understanding Invoicing Basics

In Trak, every invoicing process starts with a quote. Here’s a breakdown of how invoicing works:

  1. Quote Creation: Before you can invoice, you must create a quote. This quote can be initiated based on different scenarios:
    • Quoting Every Job: Some businesses quote every job upfront, possibly taking deposits or invoicing multiple times throughout the project.
    • Set Rate for Work: Others might have a set rate or receive a purchase order (PO) from clients, which initiates the invoicing process.
  2. Navigating the Platform: When you open a job in Trak, you can manage multiple quotes within a single job, offering flexibility based on your business needs.

Invoicing Process

Once you have a quote ready, follow these steps to create an invoice:

  1. Starting the Invoice: If you're ready to invoice based on an established quote, navigate to the quote tab within Trak.

    Invoice Creation: From the quote, you have the option to generate an invoice once the quote is approved. Here’s how:

    • Click on the three dots (...) associated with the quote.

    • Select "Invoice" to proceed.

      Customizing Invoices: Trak allows customization of invoices. You can add specific details, line items, and attachments to provide comprehensive documentation to your clients.

      Invoicing Options: Depending on your needs, Trak offers various invoicing options:

    • Percentage Invoicing: Invoice a percentage of the total amount, useful for deposits or partial payments.
    • Fixed Amount: Invoice specific amounts for services rendered.
    • Selected Line Items: Customize invoices by selecting which line items to include, enabling flexibility in billing.

Managing Invoices

Once invoices are created, Trak simplifies the management process:

  • Tracking Payments: Easily add payments to invoices directly within Trak. Options include manual payments or integration with payment processors like Stripe.
  • Integration with Accounting: Seamlessly integrate Trak with accounting software such as Zero, QuickBooks, or MYOB for streamlined financial management.
  • Invoice Status Updates: Stay informed with automatic updates on invoice statuses, ensuring you know which invoices are new, paid, or partially paid.

Additional Tips

  • Avoid Editing Invoices: To maintain synchronization and avoid complications, it's recommended not to edit invoices once created. Instead, void incorrect invoices and re-issue them with the correct details.
  • Customer Communication: Trak facilitates easy communication with customers. You can share invoices directly from the platform via email, including options for clients to pay via credit card.

Conclusion

Invoicing in Trak is designed to be straightforward yet versatile, catering to various business needs and billing scenarios. By following these guidelines, you can effectively manage your invoicing process, maintain accurate records, and ensure smooth financial transactions for your business.

For further assistance or specific inquiries regarding invoicing through Trak, feel free to contact our support team at contact@trak.co or utilize the support feature located in the bottom right corner of your Trak interface.

Thank you for choosing Trak to streamline your business operations with efficient invoicing solutions.