Invoicing

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Invoicing Process at PHR Enterprises

This page outlines the invoicing process at PHR, encompassing various invoice types, roles involved, and best practices.

Roles Involved

• Office Manager: Oversees the entire invoicing process and ensures accuracy and timely delivery.
• Admin/Clerical: Creates invoices based on templates and gathers relevant information.
• Accounting (verification): Reviews and approves invoices for accuracy before sending.

Types of Invoices

• Regular Invoice: Issued for standard services based on opportunities.
• Demo Invoice: Free invoice for demonstration services (of 1 TR) provided to High Value Clients (HVC).
• Installment Invoice: Sent in 3-month increments for clients on payment plans.
• PARC Invoice: Includes a standard invoice with a congratulations message.
• Cold Weather Repairs Invoice: Requires two separate invoices. The first invoice is sent when the temporary repair is completed and the client is billed for the full amount. The second invoice is sent in spring after the final repair is completed and it is a zero dollar invoice. Three sets of images are shared with the client (before images, temporary repair images and final repair images.
• Remedial Invoice: This is a zero dollar invoice documenting rework on a failed repair.
• Strategic Partner Invoice: Created for out-of-scope work done with 3rd party companies.
• Deferred Payment Invoice: Issued for work completed with delayed payment terms (30-60 days).

Templates:

Each invoice type has a dedicated template for consistency and efficiency. PARC invoices offer an additional option for congratulations or a new PARC agreement proposal.

Technology:

• Pothole Repair CRM: Used for tracking opportunities, clients, and service details. Main platform for invoice creation, management, and payment processing.
• Quickbooks Online (QBO): Invoice created from CRM is uploaded to QBO and used for online payment processing.
• QBO Integration: Ensures smooth data flow between CRM and QBO.
• Third Party Provider (Nexus): Invoice created from CRM is uploaded to Third Party Provider and used for online payment processing.

Detailed Process:

A comprehensive step-by-step guide with screenshots will be developed on this page soon. Stay tuned!

After Invoicing:

• Payment methods: The following payment methods are accepted by Pothole Repair.
  • Online: Credit card link or Quickbooks Online (QBO) payment option.
  • Checks: Accepted and processed promptly.
  • ACH: Electronic payments for faster processing.

• Past Due Accounts:

Net 10 days policy applies (or as per client agreement). Late payments incur a penalty fee added to the original invoice.

Credit Card Processing:

Embedded credit card link information. Updates provided regarding vendor changes for seamless transactions.

Dos and Don'ts:

• Do:
  • Use the correct template for each invoice type.
  • Double-check all information for accuracy before sending invoices.
  • Communicate clearly with clients regarding payment terms and expectations.
  • Follow up promptly on past due accounts.
• Don't:
  • Send invoices without proper approval.
  • Mix up client information or payment details.
  • Ignore past due accounts without pursuing resolution.

Please note: This page is currently under development and will be updated soon with the detailed process guide and additional information.

Use Adminstration to go back to the Main Administration Page