Billing
Our Billing section enables you to create an invoice or quote, and send the BoQ from the job into an account document if required.
The data can be pulled directly from a single job, or multiple jobs. You can also view or email any PDFs directly to the desired contact.
All items, plant/equipment and services must be added to a job, before using Accounts to generate a PDF that is specific to a Job. You can always create these on an ad hoc basis, if they do not exist in the system.
Billing can be used independently for generating accounts not tied to any Job. Such as, a list of independent items or creating a PO for agency staff.
You can create a customised line item against a job without using the Bill of Quantities directly. You can send this data to your accounts package, for more details please review the section ‘Connecting to your online version of Sage, Xero or Quickbooks’ below.
Our Billing forms including; Quotes, Purchase Orders, Sales Orders and Invoices are not customisable in any way as they are part of the core system.
How Billing Works in Re-flow
Creating a billing account against a Job
Dashboard Users can create an account by selecting the type from the sub menu and clicking + New.
Adding a Client and Job(s) will generate all the items, plant/equipment and labour added to the job BoQ, this can be edited to hide specific line items. If new items are added to the Job BoQ, the list can be updated by using the Refresh icon (top-right) in the list breakdown.
You can alternatively customise the item and description against a job by removing the BoQ item list with the delete icon next to ‘Items’. With the job still attached you can now add a new item and customise the description and cost as required.
Billing information
Accounts can have multiple Jobs, or, items added that are not tied to a Job (such as generating a PO for agency hire). Your account PDF will show all the details: job number, order number, company address and an itemised list of works.
Each Quote/Invoice/Purchase Order/Sales Order enables you to add notes, and it is here you can add any arbitrary information and you can including any terms and conditions that are pertinent.
Why is the PDF not updating?
If an account status is set to Sent it will not enable you to update or revise the account. The status must be set back to Draft to enable editing and an updated PDF to be viewable.
Rates
Rates are a percentage which can be applied form your Client/Companies Record, by default this rate is set to 0%. Increasing the percentage inflates the profit in the BoQ.
The rate is freely adjustable on line items within the BoQ without affecting the saved Rate within the Client record.
The margin total shows the accumulated difference between cost and sale price.
Emailing PDF contacts
In an account Quote/Invoice/Purchase Order/Sales Order you are able to send a PDF to an email from one of the client’s contacts.
In Records > Clients/Contacts > Companies you can add multiple Contacts via the 'Contacts' tab.
With multiple Contacts assigned to a Client/Company/Supplier you can select which Contact is the Accounts Contact to email, and this will automatically add the Contact, when a Client is added to the Quote/Invoice/Purchase Order/Sales Order.
You can set the Accounts Contact by:
Records > Clients/Contacts > Companies > Contacts Tab > Double-click attached Contact name > Set Accounts Contact switch to Green
Records > Clients/Contacts > Contacts > Select Name > Set Accounts Contact switch to Green
Send an Email
You can view your current PDF and send an email from within the Account edit top-right, below the Save button.
The PDF generated will enable you the option to Send. Clicking Send you will be prompted to add a contact to send the email.
Sending the Email automatically updates the Status to Sent.
The email address to the recipient will always display your company name from an email address at noreply@re-flow.co.uk. You can place contact, unique to each user in the email body content using tags.
Creating an Email Template using Tags
Access account settings through: Settings > Billing settings.
The Tag Icon
Tags enables dashboard users to pull unique account data in to an email subject line and body copy. You can also apply data in the body content for any return information. This can be applied to Invoices, Quotes, Purchase Orders and Sales Orders by using the tabs in Billing Settings.
Creating a Cover Letter Template using Tags
Access cover letter settings through: Accounts > + New > Cover Notes (tab). You can also make changes to existing accounts.
Accounts cover letters enable you to use token tags and save a version as a preset. You can also create a unique account when required. The cover letter is dynamic which means the content will epand over as many pages as required, with your BoQ list attached separately underneath.
The Tag Icon
Tags enables dashboard users to pull unique account data in to an email subject line and body copy. You can also apply data in the body content for any return information. This can be applied to Invoices, Quotes, Purchase Orders and Sales Orders by using the tabs in Account Settings.
Connecting to your online version of Sage, Xero or Quickbooks
Supported connectors: Sage, Xero and Quickbooks, to synchronise your companies, items and account data.
Important Information connecting to Sage
We do not currently connect to Sage50 Cloud Accounts Standard or Professional because they do not offer an API needed to connect with it. (https://www.sage.com/en-gb/shop/sage50c/)
Re-flow connects to the Sage product called ‘Sage Business Cloud Accounting’ https://www.sage.com/en-gb/sage-business-cloud/accounting/
Documentation to help you setup your Account Connectors can be found here,