This guide provides step-by-step instructions on converting a completed job into an invoice and selecting the appropriate payment method within the Evolution Platform.

Overview

This guide outlines the process of generating and sending invoices for jobs that have been marked as 'Completed' in the Vital system. Accurate and timely invoicing is crucial for maintaining precise financial records, ensuring correct franchise fee calculations, and providing a clear audit trail for your business.

To ensure smooth financial operations and accurate reporting within the Evolution Platform, it's essential to understand the importance of invoicing completed jobs promptly and correctly.

• PSC Cut-off Date: A critical deadline to keep in mind is that all completed jobs must be invoiced by the 5th of the following month at the very latest. For example, for any jobs completed in May must be invoiced by June 5th. This deadline is vital for financial processes. 
• Why is the Cut-off So Important? Failing to meet this cut-off can lead to several significant issues for your business:
  • Prompt invoicing directly impacts your business's cash flow. The sooner an invoice is sent, the sooner payment can be received, ensuring you have the funds available for operations, supplies, and paying staff.
  • Best practice dictates prompt invoicing for good record-keeping and to establish the timing of the supply for GST purposes.
  • Invoices processed after the deadline may not be captured in the correct reporting period, causing discrepancies in financial reconciliation.
  • Your franchise fee calculations depend on accurate and timely invoicing. Delays can lead to incorrect billing.
  • The audit trail on invoices becomes harder to trace, as the "created date" is not visible in the LightSpeed user interface for retrospective checks.
  • Sales data drives marketing territory reporting, and delayed invoices can throw these reports off, impacting strategic decisions.
• Understanding Invoice Dates: The Evolution Platform automatically defaults the invoice date to the date the job was completed. It is critical to review and adjust this date if you are processing the invoice on a day different from when the job was completed, especially if you are invoicing after the 5th of the next month. Always ensure the invoice date reflects the actual calendar day you are processing and sending the invoice. This simple check is a vital step to prevent discrepancies in financial reporting and maintain a clear, accurate audit trail.

Step-by-Step Instructions

1. Go to Jobs > Jobs to Invoice
   
2. Select the relevant job and carefully review the details, ensuring that it has a Completed status before proceeding.
3. Scroll to the bottom left of the Invoice section to check the listed items and prices. 
4. Click on the Action button in the top-right corner. Select Preview & Send Invoice. 
5. The system will refresh, taking you to the Job Invoicing Preview screen.
6. Critical Step: Verify and adjust Invoice date. 
   • On the preview screen, double-check the invoice date. If you are invoicing on a date different from the job completion date (e.g., after the 5th of the following month), manually change the invoice date to reflect the current day you are generating the invoice.
7. Decide on Payment Timing - Before or After Sending the Invoice? 
   • Need to process the payment before sending the Invoice (e.g. CC on File)?
     • Yes - On the "Job Invoicing Preview" screen, click the 'Pay Invoice' Button. Follow the instructions in the CC on file / Pay Now Link Guide to process the payment. Proceed to Step 8 to send the paid invoice.
     • No, I will send the invoice first, or the client will pay later. Proceed to Step 8.
8. Click the Send button to email the invoice to the client.
   • After clicking 'Send' the client will receive the invoice via email. This email will include a "Pay Now" button, allowing them to pay directly. Alternatively, you can guide them to other payment options as outlined below. 
9. Taking Payment after the invoice is sent: The client can select one of the following options to pay the invoice.
   • Pay using the Pay Now Link on the invoice email, see CC on file / Pay Now Link Guide.
   • Pay in Store - see Pay in store,
   • Pay using a Bank Transfer or Prepayments.

Next Steps

For detailed guidance on processing specific payment methods, please refer to the linked articles above. If you encounter any issues not covered in this guide, or have further questions, please do not hesitate to contact Evo Support.