Catégories

Billing

Billing

Invoicing with the Collabox becomes a quick and easy task.

The Collabox invoicing module allows you to generate professional looking invoices in addition to being virtually automatic.

The Collabox generates invoices in PDF format which allows them to be easily sent to your customers by e-mail.

You can also make invoices by transaction and by service.

Invoice approval

By Billing, Configuration, Configure your Collabox, Employees

Do you have several project managers preparing invoices? Others need to consult them, but should not modify them? Simply ask Collabox for an invoice approval to stay in control.

Access to billing

First, you decide who has the right to create and view your company’s invoices. Then, go to the employee record to give or remove access to the billing.

Select “Configuration” at the top of the page, then “Employees” in the left menu.

Image showing the main menu of Collabox. The cursor points to the "Configuration" tab.
Image showing part of the left menu under the Configuration tab. The cursor points to the "Employees" link

Choose an employee whose access is to be modified, then click on the “Menus” tab.

Example of a customer file where the cursor points to the "Menus" tab.

Scroll down the page until you see the “Billing and Accounting” module. Check the Billing box if you want to give access, or uncheck it to remove it. Save your work.

Image of the Menus page of the employee record. The cursor points to the billing checkbox to give the employee access.

Now, still in the employee’s file, select the “Advanced configuration” tab.

Menu of the employee's file. The cursor points to the Advanced Configuration tab.

Scroll down to the Accounting Module. There are several access options available to you. You can approve invoices for which you are responsible, or the entire company’s invoices. You can view the invoices in edit or view only the invoices for which you are the account manager. The choice is yours.

Image of the Advanced Configuration page of the employee's record. Red boxes indicate where the checkboxes are to give an employee invoice approval, consultation only or full restriction.

Invoice approval

When you are the approver of invoices, you have an action to take before you can send them to the customer.

First, open a new invoice and check the information. Make changes as needed. Then, at the bottom of the page, click on the “Approve Invoice” button.

Series of clickable buttons at the bottom of the invoice. The cursor points to the "Approve invoice" button.

In the list of invoices for the current month, a green check mark appears next to the approved invoices.

Examples of approved invoices where you can see the green brackets next to the invoice number.

When they are pending approval, a red alert message is visible at the top of the invoice and no check mark is visible.

Example of an invoice that has not yet been approved. A red message appears at the top of the page "This invoice is not approved".

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120

Exports to Sage 50

By Accounting, Billing, Import and export of data, Uncategorized

Collabox allows you to export to Sage 50 to facilitate your accounting with an external software. Contact us to take advantage of this option.

Exporting invoices

To access the Export to Sage 50 page, first go to the “Accounting” main menu.

Then, go to the left menu in the “Export” section and select the “Export to Sage 50” feature.

Then check all the invoices to be exported.

When you press “Export invoices”, it creates an .IMP file.

Save the file in an easy-to-remember location.

Importing into Sage 50

First, open the “File” tab and scroll down to the “Import/Export” option. Then select “Import Transactions…”.

Choose the second option presented since you want to import sales invoices.

The software recommends to make a backup of the data before importing, free to you.

Then browse your computer to find the .IMP file you saved earlier.

You will then be asked the following questions for each invoice to be imported.

If the client does not exist in Sage 50, you are asked to create it or associate it with an existing client. If a client of the same name exists, you will not see this step, because the client will be assigned to the one of the same name automatically.

Next, you will need to associate each invoice item with the corresponding items/accounts in Sage 50.

If you use the same product numbers in Collabox as your items in Sage 50, you can check the following box in your Sage 50 clients to skip this step:

Modify a client:

Your invoice items will be associated automatically, as long as they exist in Sage 50.

There, the bill is imported!

Watch several tutorials and videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Renewing an invoice

By Accounting, Billing

Renewing an invoice allows you to manage memberships, licenses or subscriptions. With Collabox, it is possible, very easily, to manage all your renewable invoices for a specific period by automating this process.

To use these functions, you must of course do your invoicing with the Collabox accounting module . It allows you to manage all the accounting operations of your company.


Here are the main steps to create automated invoice renewals.

Create an invoice

First, create an invoice for a desired customer. Then move to the bottom of the screen. You will see a “Create a new invoice” button.

Click on this button. Another window will appear to schedule your renewal according to your specific needs.

Save the renewal settings. Then, the Collabox will automatically display the invoices to be renewed at the desired period.

Invoice to be renewed

A list of “invoices to renew” is created in the left menu.

Note the arrow pictogram to the left of the invoice number. This tells you that it is an invoice that is in renewal mode.

Click on your invoice and once opened, the button: renew now, will allow you to modify or send your new invoice.

Once your invoice is renewed, you have several options to edit the invoice, check the period covered, view or print your invoice. The function: send the invoice by email directly from Collabox is also available.

You can renew the invoices one by one if you want to check them or you can renew them in batch and send them by email directly to the “billable contact” that will have been previously entered in the customer’s file.

That’s it, your recurring invoice renewal becomes easy, fast and automated, so you can use your time to do other tasks.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com, (418) 907-9274 ext. 120

Shipping Bulletins

By Billing, Digital transformation, Products

Do you run a delivery business and need to print your shipping slips? Collabox prepares them for you in a single click.

Preparing an invoice

At Collabox, we prefer to produce invoices before creating a shipping bill or delivery note. The reason is simple, this document is only a copy of the invoice, without the price! Thus, creating the invoice first saves you from having to make a duplicate entry later on.

First, click on the main Accounting menu.

Image representing the Collabox main menu. The cursor points to the Accounting tab.

Then select the “Add an invoice” link. You can also bill by product, as presented in the blog post here.

Image showing the Invoice List page. The cursor points to the "Add an invoice" link.

Choose a client and a project to invoice, then click on “Continue”.

Image showing the page for creating an invoice from a customer.

Now add your products and notes. Your invoice is complete. Note that you must also add the invoice amount to the correct budget line.

Create your shipping slips

After creating the invoice, scroll down the page until you see the “Print a Bill of Lading” or “Print a Delivery Note” button, depending on your organization’s custom terminology.

Click on the “Print a bill of lading” or “Print a delivery note” button and see a .pdf document open. The latter will have the same relevant information as the invoice, except for the prices of your products.

The shipping note can be printed and glued to the box. The content and quantities are easily validated by your staff.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Invoice by product

By Billing, Products

Collabox customers who sell products necessarily need to invoice by product as well. Good news, the Collabox billing module allows you to do this.

Configure products

The first step is to configure your products in the Collabox. If you haven’t already done so, please pay close attention to this blog post that guides you through this setup. In short, you need to have entered all the details of each product before you can invoice a customer.

Invoice by product

1. From the project

First, move to a project to bill. To do so, click on the “project list ” function in the left menu of your Collabox.

Left menu where you can find the "Project list" function.

Then select the desired project.

Example of a project to be invoiced in the Collabox project list.

Then go to the “Invoicing” tab. Then, add an invoice

Billing tab in the selected project. The "add an invoice" option is visible.

Now review the billing information. Make sure the client name and project title are correct. You can add a product now, if the invoice contains only one, or continue and add them in the next step.

Visual of the page to add an invoice with several drop-down menus and fields to fill.

In the invoice form, add as many elements as you wish. Make sure you put a description, choose the right product and add the quantity. The configuration of your products allows Collabox to automatically fill in the fields associated with the amounts.

Example of adding a product to the invoice.

2. From the Accounting module

There is a second option to bill by product. First go to the “Accounting” module in the main menu.

Collabox main menu where the modules are shown. The cursor points to the Accounting module.

Then manually add an invoice.

Image showing where to click to manually add an invoice on the "invoice list" page. This is the main page of the "Accounting" module.

Fill in the options available to you, then select a product to invoice or add them directly to the invoice in the next step.

Drop-down menu to select a product already registered.

Finally, fill in the quantities and prices manually or add other products as needed.

Example of adding a product to the invoice.

Now you know how to invoice by product!

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Invoice templates

By Accounting, Billing

The Collabox invoicing module allows you to quickly create professional-looking invoices and send them to your customers by email directly from Collabox.

We offer several invoice templates already available, but we also design your invoice according to your needs. You can use any of these templates and have your logo added absolutely free.

It is also possible to have a model made by our team, which will be integrated into your Collabox.

Transactions Square

By Accounting, Billing, Square

Those who charge their customers by credit card know that this method incurs fees for Square transactions. It is possible to enter these costs to balance everything at the end of the month in Collabox. We will explain how to do this here; it’s easier than it looks.

Setting up Square in Collabox

You should consider Square as a separate account, just like your company’s bank or cash account. You therefore need to create a Square transactional account in Collabox, with a Square provider.

First, create the supplier, then the account.

How to create a supplier

Click on the icon Accounting of the horizontal menu.

Collabox horizontal menu.

Then click on Suppliers in the vertical menu .

Collabox vertical menu, section Accounting

Click on Add a supplier , at the top of the page.

Page List of suppliers

Name your new supplier “Square”, enter a number that will be specific to it, then click on Record .

Page Update a supplier

Your Square provider will be created.

How to create a transactional account


Click on the icon Accounting of the horizontal menu.

Collabox horizontal menu.

Then click on Transactional accounts in the vertical menu .

Collabox vertical menu, section Accounting

At the top of the page, follow the link Add a transactional account .

Page Transactional accounts

Name your new account “Square”, select the supplier Square, then enter a number that will be unique to it and the opening balance.

Page Add a transactional account

Next, define a Square budget item.

How to define a budget item

Click on the icon Accounting .

Collabox horizontal menu.

Click on Budget items in the vertical menu.

Vertical menu, section Accounting

Add a budget item using the link at the top of the page.

Page Budget items

Write “Square” as the job name, choose the type Expense (Debit) , then click Save .

Page Updating a budget item

Accounting for Square transactions

Once you have completed these steps, you are ready to post transactions with Square in Collabox. For example, consider a bill for $ 100.01 that a customer pays you entirely by credit.

As you know, Square automatically transfers the amounts to your account, but charges the fees along the way. In order to enter your customer’s payment as well as transaction fees in Collabox, you must first make a payment into the Square account of the total amount of the invoice. or $ 100.01 for this example.

Page Make a payment

The invoice will therefore be considered paid and will no longer appear in your accounts receivable. However, the money is in the Square account, not your business bank account. You must therefore make a payment from the Square account to your checking account in the amount you have left after the transaction fees.
Suppose here that the fee is 3 %. You should then transfer $ 97 to your checking account.

To do this, click on the icon Accounting of the horizontal menu.

Collabox horizontal menu.

Then, go to the page Transactional accounts from the vertical menu .

Collabox vertical menu, section Accounting

Click on the Square account, and go to the tab Statements . Then click on Add indent .

Page Square Account Statements

Select the direct deposit from the Square account to your checking account, in the amount of $ 97 (in the case of our example) and save the entry.

Page Add an entry to the general ledger

Finally, you must enter Square’s transactional fees as an expense in Collabox. You’ll enter these as a Square vendor payout, which you’ll pay through the Square payment method.

Add Square fees

Still in the accounting section of Collabox, click on Disbursed .

Vertical menu, section Accounting

Click on Add a disbursement .

Page List of disbursements

Select the Square supplier, enter the invoice number, the project, the Square budget item and the total amount corresponding to the charges, which is $ 3 in our example. If necessary, use the tax reverser . Don’t forget to record your disbursement!

Page Add a disbursement

To continue, click on the disbursement that you have just recorded, then go to the tab Payments . Click on Add payment .

Page List of disbursement payments[numéro du déboursé]

Enter the amount corresponding to the disbursement, choose the Square disbursement and complete the payment by clicking on Record .

Page Add payment

Everything should swing now! Note that you don’t need to count the fees for each transaction. Since Square keeps track of them, you could very well enter them only once a month.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120

Make the payments

By Billing, Payment

Making payments on customer invoices is very simple. Managing your invoices is more than just creating them and sending them to customers. It is necessary to add the payment of the said invoices otherwise nothing goes anymore! Collabox and its accounting module allows you to keep track of your invoice payments.

Adding payments

First, open the invoice that is related to your remittance to be added.

Example of an invoice form with the different navigation tabs, including the "payments" tab.

Then click on the “TRANSFER” tab at the top of the page. Add a payment by clicking on the function of the same name.

Image showing where to add an installment in the "installment" tab of an invoice.

Then, correctly indicate the terms of your payment. Several important fields must be filled in to ensure the proper accounting of your company. Specify the method of payment and the date of deposit. Then add a reference number if needed. Then choose the transactional account where the payment will be deposited. Finally, make sure that the amount paid is the correct amount indicated in the Collabox. By default, this is the unpaid amount of the invoice.

Example of a payment to be made with all the fields to be filled in to ensure complete accounting in connection with the entry. The fields for the payment method, reference number, account where the deposit is made and the amount deposited must be filled in.

You can consult the list of all your payments for a given period by clicking in your menu on the left on the word VERSEMENT

Example of a payment history for the year 2021.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Invoice transactions by department

By Accounting, Billing

Do you have several employees who work on a project and perform the same task such as graphic design or writing? It is possible to bill transactions by service.

This new feature is in addition to the already existing billing per employee. So that we can understand each other well, an entry in the timesheet for a service is called a transaction. The latter is compiled and added automatically in the invoice.

Create an invoice by transaction

When you create a new invoice, you must first check the option “Billing by transaction” and choose “Billing by service”.

Screen Shot 2016-05-27 at 15.47.14

Screen Shot 2016-05-27 at 15.50.21

You will then need to select the timesheet entries you want to add to the invoice. They are classified by department so it’s easy to navigate.

Once the choice has been made and you have clicked on “Continue”, Collabox is responsible for adding up the fees and adding them to your invoice. Please note that if you include two different services on the same invoice, they will be separated as is the case in the example below.

Screen Shot 2016-05-27 at 15.50.35

The rest works like a normal invoice. If you want to change your bill, we’ve thought about it and we offer you the instructions below!

You first click on the “Accounting” icon in the top menu bar to access the list of invoices.

After having clicked on the invoice number that you wish to modify, you must click on the “Transactions” tab.

Screen Shot 2016-05-27 at 15.23.35

Screen Shot 2016-05-27 at 15.23.48

You will then see the time entries already selected for this invoice with their associated amount. If you want to add or modify them, just click on “Edit”.

The displayed page then shows you all the entries of the project timesheet, separated by department. You can select or deselect the entries to modify your invoice. Do not forget to save so that the changes are taken into account.

Screen Shot 2016-05-27 at 15.24.03

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120

Tax remission

By Accounting, Billing, Taxes

Like many businesses, you collect the GST and QST for the government. You accumulate these taxes until you have to send them to the various levels of government. The operation may seem easy, but the task can quickly get complicated, especially since you are entitled to a refund of these taxes on your disbursements. Our team has thought of everything and we have integrated into Collabox a perfect tool for tracking your tax rebates. In addition, we even had the wonderful idea of presenting the most important information in tabular form with the correct codes when you do your tax returns. We like to make your life easy.

To access this report, you must first access the “Accounting” module by clicking on its icon located in the top menu bar.

Then the report is accessed by clicking on “Tax remission” in the left sidebar.

Screen Shot 2016-06-17 at 15.40.31

The next step is to choose the time period you want to display. So you can see your discounts annually, quarterly or monthly.
Screen Shot 2016-06-17 at 15.40.38

The top table gives you a summary of all the tax information you need. Collabox automatically calculates the sums of taxes that you have collected, but also those that you can deduct from your disbursements. Below the table, you will find the details of all your invoices as well as your disbursements with their respective taxes.Screen Shot 2016-06-17 at 15.40.50

Explanations of the names in the summary table

Granted, the tax jargon can be complicated. This is why we take the trouble to explain it to you with the help of information provided by Revenu Québec .

Inputs: We mean by inputs all goods or services used or consumed in your business activities.
ITC: Input tax credit
RTI: Refund of input tax

The numbers that you can see with the titles correspond to the government numbers. These numbers are those of the boxes of the tax return.Screen Shot 2016-06-17 at 15.40.50 copy

At the bottom of the page, Collabox shows you the amounts you have to pay and what you have already paid. Are you due to make a payment? Just click on the “Create a GST and QST payment” button.Screen Shot 2016-06-17 at 15.41.01 Collabox will take you directly to the right place to enter your payment. The correct amounts are already entered, so there is no chance of going wrong. If you pay by check, you can enter its number and Collabox will record the payment and redirect you to print your checks. It’s simple as hello!Screen Shot 2016-06-17 at 15.41.21 Once the payment has been made, the summary in the “Tax remittance” page is adjusted automatically. It’s almost magical.Screen Shot 2016-06-17 at 15.43.27