Invoices - Overview

In this section, you can find a list of all Invoices, Credit Memos, Deposits, and Finance Charges across all of your customers. To navigate between these sub-sections, click on the sub-section names (see yellow box in screenshot).

We have also provided invoice aging buckets at the top of each page within this section. When clicked on, each bucket will take you to Outstanding Invoices pre-filtered by the respective aging category. 

• Outstanding Invoices

• Paid Invoices

• Credits

• Deposits

The Outstanding Invoices sub-section provides a table view of all invoices that have any amount outstanding (including partially paid invoices). Here you can easily filter / sort invoices by the following categories:

• Invoice Date: The date an invoice was generated 

• Invoice Number: The invoice number

• Customer: The customer that was invoiced

• Project: The customer project related to an invoice

• Invoiced: Original amount of an invoice

• Outstanding Amount: Amount outstanding of an invoice. Please note this figure does not include finance charges 

• Action Item: Action items related to an invoice (Payment Plan, Pending Payment, Dispute, P2P, Finance Charge, or Retention)

• Due Date: The invoice due date

• Status: The aging status of an invoice 

To Sort invoices by a certain column, simply click the arrow in the column heading. The arrow will appear as your mouse hovers over the column header. 

To Filter or Search invoices, click on the "Filters" box at the top-right corner or type in the "Search" box. 

To perform an action on an invoice, click the three dots on the far right of that row. The following actions will pop up and can be performed on Outstanding Invoices:

• View Details: To open the invoice details sidebar

• Download: To download a PDF copy of an invoice

• Receive Payment: To run a payment using the Suppli virtual terminal

• Add P2P: To create a promise-to-pay

• Payment Plan: To create an installment-based payment plan 

• Request Payment: To send a payment request via email or text

• Assign to a Project: To assign an invoice to a customer project 

• Mark as Disputed / Resolved: To mark an invoice as disputed or a dispute as resolved

• Mark as Retention: To mark an invoice as "Retention"

• Issue Refund: To issue a refund for a partial payment on that invoice

Click on the links below for detailed guides on how to perform each of these actions:

• Add P2P

• Receive a Payment

• Request Payment

• Create a Payment Plan

• Create and Resolve a Dispute

• Issue a Refund

• Mark an Invoice as Retention

• Assign an Invoice to a Project

To perform actions across multiple invoices (Batch Actions), click on the selection boxes at the far left of the invoices table. Upon selecting more than one invoice, you will have the ability to perform the following actions:

• Download

• Receive Payment

• Request Payment

• Add a Promise-to-Pay (P2P)

• Create a Payment Plan

Importantly please note that these actions (with the exception of Download) can only be performed on invoices belonging to one customer. 

Once an action has been performed, you will notice that certain Action Item Icons will appear to the right of the Outstanding column within the Outstanding Invoices table. As the name suggests, these icons are there to provide you with a quick visualization of actions performed across invoices. 

• Payment Plan: Invoices that have a pending or active payment plan. This is indicated by an icon depicting a green clipboard with a checkmark on it

• Pending Payment: Invoices that have a pending payment. This is indicated by an icon depicting two orange arrows facing right (similar to a "fast forward" icon)

• Dispute: Invoices that have an open dispute. This is indicated by an icon depicting a hand

• Promise-to-Pay (P2P): Invoices that have an active P2P. This is indicated by an icon depicting two overlapping orange rectangles

• Finance Charges: Invoices that have any unpaid finance charges associated with them. Finance Charges are imported from your ERP. This is indicated by an icon with the letters FC inside an orange circle

To open an invoice sidebar, hover over a row, click on the three dots found on the far right of the invoice table, and click "View Details."

Upon doing this, a sidebar will appear. Each invoice sidebar can be broken up into the following sections:

• Invoice Details

• Invoice Actions & Notes

• Invoice Activity

The Invoice Details section provides an overview of key information related to an invoice and the ability to quickly perform actions. To jump to a customer or project, simply click on the customer/project name. 

The Invoice Actions & Notes section is where you can take any of the actions possible on a single invoice. You can also add optional notes to the invoice.

Each sidebar contains an Activity Timeline to provide you with a quick visualization of the following activity that has taken place on an invoice.

• Invoice Date: The date an invoice was issued

• Invoice Due Date: The date an invoice is due

• Payments: All pending, successful, failed, and voided payments

• Refunds: All pending, successful, and failed refunds

• Disputes: All open and resolved disputes

• P2Ps: All active, completed, expired, and cancelled P2Ps

• Payment Plans: All sent, active, completed, and cancelled payment plans  

To view more information on a particular activity, click the Activity ID. 

To Mark as Retention, you first need to select an invoice from the Outstanding Invoices table. This can be found in either the Invoices or Customers sections.

When hovering over a row, simply click on the icon with three orange dots on the right-hand side of the table. Next, select "Mark as Retention" from the dropdown list that appears.

You can also Mark as Retention from the "More" button found in the outstanding invoice sidebar.

Invoices marked as retention will be indicated with a "RET" symbol on the right of the Invoice Status column. 

Invoices marked as retention will also be excluded from customer past-due reminders. 

Once an invoice has been marked as retention, it can be "unmarked as retention" by clicking on the same three orange dots on the table's right-hand side or "More" on the outstanding invoice sidebar.

Suppli allows you to organize your invoices by customer projects.

Invoices are automatically tagged to projects in Suppli based on how you define projects in your ERP. For example, this could be done by the Project, PO, or reference field. This field mapping is done during your onboarding.

You can also manually tag an invoice to a project. When hovering over a row, simply click on the icon with three orange dots on the right-hand side of the table. Next, select "Assign to Project" from the dropdown list that appears.

You can also assign an invoice using the Invoice Details Sidebar. Click on the More button and choose Assign to Project.

In the modal that pops up, select a project from the drop-down list and click Assign to Project.

Within Suppli, you have the option of editing some of the details of a project as it appears in Suppli. To do this, select a Customer and then go to the Projects tab. Next, click "Edit Project Info" and then enter the new details in the fields shown below:

Please note that any changes made to a project within Suppli, including the Project Display Name, are not reflected in your ERP or invoice-generating software. 

The Paid Invoices sub-section provides an overview of all invoices that have been fully paid. Here you can easily filter/sort invoices by the following categories:

• Invoice Date: The date an invoice was generated

• Customer: The customer that was invoiced

• Project: The customer project related to an invoice

• Invoiced: Original amount of an invoice

• Invoice Location: The invoice location

• Paid On: The date an invoice was fully paid

Note that partially paid invoices are still in the Outstanding Invoices sub-section. 

To take action on paid invoices, click the three dots on the right-hand side of the table. The following actions can be performed on Paid Invoices: 

• View Details: To open the invoice details sidebar

• Download: To download a PDF copy of an invoice

• Issue Refund: To issue a refund on a fully paid invoice 

• Assign to Project: To assign (or reassign) the invoice to a project