From Quick Links select Invoicing or go to Pay & Get Paid menu and in Invoicing menu select Create & Manage Invoices.
From Quick Links, select Invoicing.
This will open the Manage Invoices Module, click +Create Invoice.
In My Templates, choose HQ Example of a Template in the drop down.
This template has the SCORE logo already there on the left which you can change if you chapter has it’s own.
Complete the section on the top right. The key thing here is to include your chapter number at the beginning of the invoice number form CXXXX-. This is a field that shows up on the file and help identify the invoice is for your chapter. Suggestion is to use chapter number dash 001 for the first and increase by 1 each time. That is up to the chapter, but it must start with Chapter number!
On the left side of the screen click Edit for My business information to make sure it all identifies your chapter.
In the Business Information, please be sure the business name is SCORE followed by chapter name and number. (SCORE Charlotte C0047). Filling out the other information is up to chapter as to what they want seen on the actual invoice. The name would be someone from the chapter but is not required. Putting the address, phone and chapter website or additional information allows the recipient to be able to reach out directly to the chapter or send a check if they wish for payment. Be sure that if there are fields you are not using that they do not have old information in them. The email has to be from the dropdown, see below.
Complete the next section below My business information. Type is usually service for workshop, but you can choose the appropriate option. Bill to is the email address of the person you are invoicing and can cc others.
Be sure to enter the description where it says “Item Name” as that is the field that shows up in the PayPal file and will be what goes into Intacct. You can use the optional field for additional info to the recipient, but that will not populate into the file received by SCORE with the information. Suggest Workshop Name-Date-C0047, like we title workshops. When you enter quantity and price the rest calculates. The notes and terms are anything you feel the recipient needs to know or even a link if needed.
Please always Preview the invoice and be sure all information is accurate to your chapter. We often see Business Name of one chapter, invoice number for another, and description for even a third when people copy templates and do not review before they send. When satisfied click on send and choose the appropriate option.
The recipient can send the chapter a check or they will be able to click in the email to pay via their credit card or PayPal account if they have one. They do not have to have a PayPal account. When the invoice is paid, it will show up in our weekly PayPal file and be posted as revenue to the chapter in Intacct.
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