Getting Started with Complex Invoicing

AccuArk's Complex Invoicing module transforms simple invoices into a full order-management system. From the moment you create a quote to the final delivery confirmation, every step of the process is tracked, controlled, and auditable. This guide provides a high-level overview of every capability in the invoicing system and the recommended order for setting things up.

What Complex Invoicing Can Do

The invoicing module covers the entire lifecycle of a customer order. Here is everything it includes:

Invoice Creation and Editing

Create invoices, quotes, estimates, and orders from a single form. Add a customer, set dates, enter line items with products and services, apply discounts and tax, and save. Every invoice receives a unique number and is tied to a location.

Line Items with Products and Services

Add items from your inventory or enter custom service line items. Each line includes quantity, unit price, discount percentage, tax rate, and a calculated subtotal. You can also attach notes to individual line items to communicate special instructions to your team.

Order Status Workflow

Define custom order statuses that represent your business process. A kitchen cabinet company might use statuses like Quote, Approved, In Production, Ready for Delivery, and Delivered. Each status can be configured with inventory actions, edit locks, deposit requirements, and approval gates. The status dropdown on the invoice form controls the entire workflow.

Status-Driven Inventory Actions

Each order status can trigger automatic inventory actions. When an order moves to "Approved," inventory can be reserved. When it moves to "In Production," reserved stock can be subtracted from available inventory. If the order is cancelled, reserved stock is released back. These actions happen automatically based on the status configuration, eliminating manual inventory adjustments.

Payment Recording and Refunds

Record payments against invoices using multiple payment methods. Track the balance remaining and view payment history. Process full or partial refunds when needed. Schedule future payments with due dates so you know what is expected and when.

Deposit Collection and Gating

Require a deposit before an order can advance past a certain status. Configure the default deposit percentage at the location level, and override it per invoice if needed. The system prevents status advancement until the required deposit amount has been collected, ensuring you have funds committed before starting work.

Customer Approval Workflow

For orders that require customer sign-off before proceeding, the customer approval workflow captures the approver's name, signature confirmation, and approval date. A status can be configured to require customer approval, and the order cannot advance until approval is recorded. This creates a documented audit trail of customer authorization.

Delivery Confirmation

When an order is delivered, record the delivery details including who received it, the delivery date, and any notes. Delivery confirmation can be configured to automatically advance the order to the next status, such as moving from "Out for Delivery" to "Delivered" without manual status changes.

Team Assignment and Work Scheduling

Assign teams of employees to invoices for jobs that require field work or production labor. Set scheduled start and end dates for each team assignment. Team captains can view their assigned jobs from the My Team Dashboard, giving field workers a clear picture of what needs to be done and when.

Work Orders for Field Teams

Generate work orders from invoices. A work order is a read-only document that shows the job details and line items without any financial information such as prices, discounts, or totals. This lets you hand a work order to a field crew without exposing customer pricing.

Job Progress Tracking

Team captains and managers can log progress updates, issues, needs, and completion notes against an invoice. This creates a running journal of what happened during the job. Managers can view progress from the invoice form and resolve issues as they are reported.

Recurring Invoices

Set up invoice templates that automatically generate new invoices on a schedule. Define the frequency (weekly, biweekly, monthly, quarterly, or annually), the start and end dates, and the line items. AccuArk generates new invoices automatically when the application starts, based on templates that are due for their next occurrence.

Credit Limit Enforcement

Assign credit limits to customers and choose between hard enforcement (blocks the invoice from being saved if the limit would be exceeded) and soft enforcement (warns but allows the save with manager override). Credit limits consider the customer's total outstanding balance across all open invoices.

Multi-Location Fulfillment

When the current location does not have enough stock to fulfill an order, create inventory transfer requests to pull stock from other locations. The system checks availability across all locations and generates transfer requests that can be tracked and fulfilled.

Email Integration

Email invoices and packing slips directly from the invoice form. The email dropdown on the toolbar lets you choose what to send, and the system uses your configured email settings to deliver the document to the customer.

Purchase Orders from Invoice

When line items need to be ordered from vendors, create a purchase order directly from the invoice. The system pre-populates the PO with the items and quantities from the invoice, streamlining the procurement process.

Printing

Print invoices, packing slips, and work orders from the toolbar. Each print format is designed for its audience: invoices show full financial details, packing slips list items for shipping, and work orders omit pricing for field teams.

Status History and Audit Trail

Every status change, payment, approval, and delivery confirmation is recorded with a timestamp and the user who performed the action. The Status History form shows the complete timeline of an invoice's lifecycle, providing full accountability and traceability.

Recommended Setup Order

Follow these steps to configure the invoicing system before creating your first invoice:

1. Locations -- Ensure your business locations are created under Settings > Locations
2. Inventory -- Add your products and services to the Inventory module so they are available as line items
3. Customers -- Add customer records under Business > Customers with billing and shipping addresses
4. Order Statuses -- Configure your order status workflow under Business > Order Statuses, defining the sequence, inventory actions, edit locks, and deposit requirements for each status
5. Deposit Settings -- Set the default deposit percentage for each location under Settings > Locations
6. Credit Limits -- Assign credit limits to customers who buy on account under their customer profile
7. Teams -- Create teams under Employees > Manage Teams if you assign work crews to jobs
8. Email Settings -- Configure outgoing email under Settings > Email so you can send invoices and packing slips
9. Recurring Templates -- Set up recurring invoice templates under Business > Recurring Invoices for customers on regular billing cycles

Quick-Start Checklist

To create your first invoice, you need at minimum:

• At least one location configured
• At least one inventory item or the ability to enter custom line items
• At least one order status defined (or use the defaults)

Everything else -- deposits, approvals, teams, recurring templates, credit limits -- can be added incrementally as your business needs grow. AccuArk is designed to start simple and scale up.

What to Read Next

• Navigating the Invoice Form -- Learn every button, field, and tab on the invoice screen
• Understanding Invoice Types -- Learn the difference between active invoices, closed invoices, and POS transactions
• Saving, Closing, and Reopening Invoices -- Understand when data is saved, what closing does, and how to unlock a locked invoice
• Order Status Workflow -- Configure custom statuses that drive your business process