Memorized Invoices

Month after month you send invoices to the same clients for the same amounts. In some cases you release time and expenses immediately and in others you wait and clear them once or twice a year. Either way you just want to bill the same amount. Isn’t there a way to automate these invoices?

Maybe you send retainer invoices to clients every month or quarter. The hours accumulate for six or twelve months, then you clear the work-in-progress. Isn’t there a way you can schedule and send retainer invoices automatically?

Now there is. BillQuick 2010 lets you schedule manual and retainer invoices for automatic processing. Scheduled memorized invoices add to the current time-saving BillQuick workflow shortcuts for recurring invoices, billing schedules, and billing frequency reminders.

With the new Memorize Invoice feature, you first memorize a manual or retainer invoice and then schedule it for automatic processing. You control how often you want a new invoice created – daily, weekly, monthly, quarterly or annually. You also control how long the schedule is – forever, repeat a number of  times, or begin and end on specific dates. Also, with manual invoices you can release unbilled, approved time and expenses when the new invoice is created. Assigning an invoice number is automatic too.

With workflow automation like this, you can Work Smarter, Not Harder. You can shift many hours to more productive and billable tasks.

What happens when the scheduled time rolls around is also under your control. You can set the workflow to notify the right person to make the decision whether to process the new invoice, or you can process the invoice automatically.

When a decision is needed, BillQuick automatically displays Memorized Invoices after login. You simply check the B box and click the Process button. BillQuick processes the scheduled invoice into a final invoice.

On the other hand, with automatic processing the invoice is created without additional steps. BillQuick also notifies the employee upon login via BillQuick Messages. If desired, this person will be notified via email too. The entire process is quick and efficient.

When processing the new invoice, BillQuick applies the default invoice template chosen on the Global Settings screen. If an alternative manual invoice template was chosen for a project, BillQuick uses it. The template you choose determines the look and feel of the new invoice.

Your automatic invoice schedule is not set in stone. On the Memorized Invoices screen, you can review and update invoice schedules as needed – frequency, who to notify, release of time and expenses, and other details. If you want to know which scheduled invoices are due but not yet processed, click the View Invoices button.

As needed, a scheduled invoice can be temporarily suspended. Simply mark it ‘Inactive’. If you change your mind and want to stop an automatic invoice permanently, click Delete.

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For a quick demo of this new BillQuick 2010 feature, click the video snapshot.

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View more new features for 2010?

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