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Start sending invoices from Upflow to
  • Ensure your customers receive the invoice via email, letter or AP portals
  • Customize the billing message content
  • Have the full picture of billing and collection in Upflow

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How to set it up?

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Activate Send invoices from Upflow

To activate Send invoices from Upflow, you must head to your settings and switch the toggle on. Once activated, any new invoice imported into Upflow will be considered UNSENT regardless of your accounting/billing software status. For example, if you have a direct debit in place and your system automatically considers those invoices PAID, we will still consider them UNSENT, so you can send them a copy of the invoice. An UNSENT invoice is not considered in your analytics, the collections reminders, or the portal. You can see all your UNSENT invoices in the invoice list view. Each UNSENT invoice generates an action that you can customize. The manual actions are visible in your to-do list > Billings:

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Configure the billing templates

To configure the billing templates, head over to your workflows to specify the content of the billing actions. Only customer workflows handle the billing templates; all the corresponding invoices will use the same template. If you intend to rely on invoice collection, create an empty customer workflow to manage the billing templates only.

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Billing template for customer hierarchy

If you have a parent and child customers, we will use the one who owns the invoice in your accounting system to determine the billing template to use. Even if the children’s invoices are displayed at the parent level, the billing template used for a child’s invoice, will be from the child assigned workflow. If the child customer has no assigned workflow, no billing templates will be directly generated for their invoices. In this case, our system will fall back to the parent’s assigned workflow’s billing template. If the latter has no assigned workflow, you must assign a workflow to either the parent or the children, which can be empty, as the billing template will be included regardless as showed in the screenshot above.

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Customization options

The standard customization options apply. Learn more here. You must only focus on the carrying invoices tags , as mentioned in the first example above. If you insert tags such as [Customer outstanding amount], [Customer due amount], the related fields will not take the unsent invoice into account. Unsent invoices are included in the customer’s amounts, onlyafter it is sent, so after the related billing email is sent.

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Send invoices with a delay

You can choose to send your invoices a certain delay before or after the invoice’s issue date, depending on your processes:

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Sending invoices from Upflow

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Automatic sending

Billing actions of type Email, Letter & SMS can be executed automatically. In that case, they are sent based on the delay’s value. If the Delay is at 0 days and the action is automatic, we will send the invoice as soon as we receive it or on the issue date (if imported early). If it’s over 1 day, we will send the invoice on the appropriate day, at your organization’s sending time. If we can’t send the invoice, e.g., there is no contact, this action will be turned manual and assigned to the owner of the action.

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Manual sending

If you want to offer a personalized approach, you can send invoices manually. In that case, the owners of each action will see it in their to-do list. If you ignore the billing actions, the invoices will still be considered sent and picked up by your collection workflows, the analytics, or the customer portal. Learn more here.

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Manual bulk sending

From your Actions list view > All, you can filter billing actions to bulk send your invoices. Filter on “Action state contains To do” + “Source contains Billing. You can also add the “Due date” filter if you wish to identify specific invoices (via their billing actions). The due date will be based on the invoice’s issue date. Then, select all billing actions, click Actions at the top right of the list, and Perform: This will send all selected invoices in bulk to your customers, each invoice generating its individual billing email.

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Mark invoices as Sent

If you wish to update your invoices status, from “Unsent” to “Due”, “Overdue”, or “Paid”, without sending communication to your customer, head to:
  • the Invoices list view , filter unsent invoices, select the ones you wish to mark as sent. Click Actions > Mark as sent: ➡️ You can select up to 200 invoices for the bulk action. Above 200, nothing will happen.
  • the invoice detail page , click the three dots at the top right:
  • the Actions tab > To do: click ignore on the billing action. This will update the invoice status.
  • the Actions tab > All: select the invoice (and more if needed), then Actions > Ignore.
    • you can identify them quickly with the filters “Source = Billing” + “Status = To do”. You can also add the “Due date” filter. The billing action due date will match the invoice’s issue date.

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Exclude paid invoices from Collection

If invoices are synced with an outstanding amount at 0.00, and you wish for them to be automatically marked as Paid, and excluded from collection (i.e., not triggering a billing action), then you can contact our Support, so we can enable this feature for your organization(s).

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Notes

  • An UNSENT invoice is not considered in your analytics, the collections reminders, or your customer portal. Only your team can see unsent invoices in Upflow, to manage them and collaborate on their timelines.
  • ‼️ To manage your unsent invoices, either to send them or ignore the billing action, your customers must be assigned to an empty workflow at least to benefit from the billing template. If assigned to “No workflow”, no billing template will be available for their unsent invoices, meaning you will not be able to send them or ignore them.