Introduction to Invoicing
Introduction to Invoicing
In addition to the traditional pool-payment method of managing participant finances, Aguardion includes a full feature invoicing system designed to provide users maximum flexibility when managing collections.
Note that more information on invoices- specifically how to configure billing codes (invoice items) and assign them to specific agencies can be found in Invoice Items, Custom Fee's and Tax Zones article.
In order to maintain reporting continuity, Aguardion's invoicing feature does not support free-form billing codes. Billing codes (Invoice items) must be configured prior to utilizing the platform.
Invoices can be created individually or as reoccurring and can be configured to automatically bill the card on file using the auto pay feature. They can be created against a client directly or a specific event (Monitoring, Drug Testing, Supervision). Invoices can be setup and managed from a variety of interfaces besides the Invoicing dashboard.
From a simplicity point of view, Aguardion considers it best practice to create new invoices directly from the client or event record using the 'Create Invoice' interface button.
See the "Create Invoice" button on the top right of the client record.
"Create Invoice" button on an event.
Invoice Dashboard. This can be accessed via the navigation bar on the left side of the Aguardion platform interface by selecting 'Invoicing'.
Mechanics of Creating an Invoice
The invoice creation process is the same regardless of how you begin. An interface will appear requiring the selection of a payment type, client, Invoice for (client or event), state, agency and event.
Note that some of these fields will be pre-filled in or are optional depending on the specifics of how you begin the invoice creation.
Next you will be required to add one or more 'items' to the invoice: these 'items' are called "invoice items" in the platform and correspond to billing codes in traditional accounting practice.
Note that invoice items are defined at the instance level and then further assigned and configured at the agency level- if you cannot find the code you want, you will first want to check the configuration of the agency in question. For this reason, all invoices must have an agency assigned, even those created against the client directly.
Aguardion considers using the quantity field if applicable. If you want to create an invoice that credits the pool, you will want to select the "Pool Payment" code. Note that a pool payment invoice must be attached to a Monitoring event.
Once items, quantities and prices have been configured, due dates, re-occurrences and auto payments must be configured (if applicable). See Auto Payments for more on configuring these.
'Save' will create the invoice(s) and they will know appear on the invoice dashboard as well as under the relevant event invoice section if applicable.
Note that ALL invoices created for a specific client (regardless of created directly or against an event) will appear on the clients record page.
Reoccurring invoices and Auto Payments can be easily managed and accessed via the general Invoicing dashboard (top right corner, "Reoccurrences" and "Future Payments").
Creating An Invoice Against an Event
Creating invoices against events will be the default action in the vast majority of Aguardion use cases and can be done easiest by navigating to the event in question and then utilizing the "create Invoice" button found above the event invoice table in the event details. This approach also has the advantage of auto-filling much of the relevant information.
Creating an Invoice directly against an individual
While uncommon, occasionally situations will come up when its desirable to create an invoice directly against a client, without an event. This can done most easily by creating the invoice from the client record using the "Create Invoice" button.
Note that a "Pay to Pool" invoice can only be created against an event.
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