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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.

Transactions by Square

By Accounting, Billing, Square

Those who use Square to complete their customers’ transactions know that there is a charge for using Square for every transaction. 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.

You should first think of 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

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.

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.

Questions? Contact us!

Make the payments

By Accounting, Billing

Making payments is very easy. Here is the procedure:

1- Open the invoice that is related to your payment

2- Click on the tab: PAYMENT – at the top

3- Indicate the terms of your payment: payment method / date / reference number / the deposit to the account / the amount

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

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?

Here’s how to make your life easier when it comes to billing. It is now possible to create invoices based on the services invoiced on a project. 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.

Here are the steps to follow:

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

You will then need to select the timesheet entries that you want to add to the invoice. They are classified by department so it’s easy to navigate.Screen Shot 2016-05-27 at 15.50.21

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

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”.Screen Shot 2016-05-27 at 15.23.48

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

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

The easiest way to cash out with PayPal

By Accounting, Billing, Paypal

Collabox and Paypal

Nowadays, the use of electronic transactions has become essential in the business world.

The catch is that there will be customers who won’t give you their credit card details.

Any problem, there is a solution. The transaction site PayPal is certainly THE solution that has proven itself for a long time as a neutral and reassuring intermediary for everyone.

We sometimes forget that PayPal is a great way to get paid by credit card, without having to negotiate a merchant number with credit card companies and without having to incur monthly fees.

Without the help of Collabox, producing an invoice and sending it to our (your) customers to be paid by PayPal, imposes a series of technicalities on us that could often exceed our skills.

This is when the Collabox comes to the rescue. Our team has created the easiest solution for our customers to invoice with PayPal.

You only have to fill in one field and voila. From there you can have the invoices produced in the Collabox paid by PayPal (obviously you must first have a PayPal account to do this!).

Here is the procedure you must follow to complete the field in question:

Go to the “Preferences” menu then click on “Organization” (it is always at the bottom left, but you must have this privilege):

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Then click on the “Accounting” tab

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Finally, complete the “PayPal Account” field by entering the email address associated with your account:

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You now only have to use the button at the bottom of the invoice to send your invoices by email

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The Collabox will add a clickable icon in the routing email so that your customers can pay directly using their PayPal account.

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After payment by your customer, the money will immediately flow into your PayPal account, ready to be transferred to your bank account.

Manage recurring invoices with Collabox and Paypal

By Accounting, Billing, Paypal

If you have to manage regular invoices (eg subscription to a database or to a product) of the same amount, Collabox can make your job easier. Thanks to the online payment service PayPal, Collabox is able to automatically manage recurring invoices. Thus, your customer will receive their invoice and the amount will be debited by PayPal. Everything will be automatically counted in Collabox.

Before starting, you must first configure a PayPal account in Collabox.

To do this, simply consult the procedure to follow . The next steps will allow you to configure the correct settings of your Collabox to use the automatic payment of recurring invoices.

Inside the Collabox software, you must first select or create an invoice. To select the invoice, click on its number.

Once the invoice has been selected, the next step is to create an invoice renewal. This function indicates to Collabox that the payment of this invoice will be renewed, that is to say that it returns periodically.

Comment créer un renouvellement de facture?

Once the invoice to renew is selected, you must click on “Create an invoice renewal”.

The next page allows you to set the renewal parameters. Thus, it is possible to select the invoicing frequency. In this case, the frequency is set monthly. The first invoice will be dated November 16 and will cover the period from December 16, 2015 to January 15, 2016. The “Note” section allows you to write a personalized message that will appear on your customer’s invoice. To ensure that the renewal is automatic with PayPal, it is essential to CHECK the option “Automatic PayPal renewal”. Otherwise, you will have to manually renew the invoice in Collabox.

The renewal variables exist to allow you to automatically adapt the note at the bottom of the invoice according to the invoicing period.

Once the renewal is configured, all you have to do is send the invoice to the customer. For the PayPal payment option to be valid, the invoice must be sent by email.

The next step will allow you to customize your email for sending the invoice. This will be linked as an attachment and a clickable link will be available for connection to the PayPal account.Paypal subscription3

It is important that the customer clicks on the PayPal logo to initiate the final segment of the automated payment setup. This step is essential since without it, the whole process falls apart. This last step takes place completely with PayPal.Paypal7 subscription

Before your customer logs into their PayPal account, it is possible to see the amount of the current invoice (the current month) as well as the amount for the following months. The last step is to log into PayPal. Your customer logs in using the “Log In” option and all they have to do is enter their information to complete the automatic payment process. PayPal and Collabox will take care of the rest. The next invoices will be sent, the payment will be taken and released and the invoice will be renewed automatically.
Paypal4 subscription

Collabox: a tool to recover your monthly invoices

By Accounting, Billing

collected invoices Collabox blogHaving access to your documents anywhere and anytime is really practical. But, we understood that sometimes, it is also essential to keep a copy on our computer. This is among other things the case with invoices! Whether it is to send them to a colleague, to keep a safe copy or to print them, Collabox has thought of you! We have created a function that allows you to collect all the invoices for a given month, combine them and download them in a single document in PDF format.

The steps are simple. You will see, it is like a charm.

How to download invoices in PDF format?

Go to the menu bar at the top of the page and click on the “Accounting” category.

Invoice _2

You will be directly on the invoicing page where all your invoices for the current month are displayed. Once on this page, click on the “Download all invoices for this month” link at the bottom of the page. You can also change the billing period to get bills for another month.

Invoice _3

By clicking on this link, a dialog window will appear asking you to download a PDF document in which you will find all your invoices for the month, you just have to click on “Save” to have all your invoices in one and the same document.

invoice_1

Customize your invoice

By Accounting, Billing

The Collabox invoicing module allows you to generate professional looking invoices dynamically and practically automatically.

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

Although the layout of the invoices is unlimited, we do offer a few invoice templates. If you have some notions of graphics and you master Photoshop software, it is possible for you to personalize your invoices yourself since we provide you with a Photoshop file of our basic model.

Once you have edited the file, simply email it to us so that we can associate it with your account.

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