Knowledge Base

Knowledge Base

How to create a proposal template in the Saptivo CRM system? #

To simplify the proposal creation process in saptivo CRM, you can create predefined HTML templates that can be used every time a proposal is created.

Create Proposal Template:

To create a proposal template while viewing the contract, follow these steps:

  1. Click on the Templates tab.
  2. Click on ‘Add Template.’
  3. Enter the Template title for easy recognition.
  4. Use the editor to add predefined template content.
  5. Click ‘Save.'”

Insert Template:

Once you have created the template, you will be able to use and insert it into the editor content easily.

While on the Templates tab, for the template you want to insert, click the ‘Insert’ button. The template content will be automatically injected into the proposal editor.

You can send expiration reminders to the lead/customer assigned to this proposal. An email will be sent to the proposal email address added while you created/edited the proposal.

How to set up and manage proposal expiration reminders? #

To configure email expiration reminders navigate to Setup->Settings->CRON job

  1. Set ‘Send expiration reminder’ to YES.
  2. Set the expiration reminder ‘before’ in days. For example, if set to ‘BEFORE 4 DAYS,’ and the proposal open till date is XXX-09-22, the expiration reminder will be sent on XXX-09-18.
  1. You will need a cron job configured for this feature.
  2. Expiration reminders will be sent only for proposals with the status OPEN and SENT.

How do you send a proposal to a customer or lead? #

We assume that you have already created the proposal. Click on the mail icon on the right side and a popup with the preview email template will be shown.

You can include the proposal link inside the email template and let your customer view it without logging in. This is also useful for leads.

After you send the proposal, a lead/customer can open it and take actions such as accepting, declining, or making comments. The creator of the proposal and the assigned sales agent will receive notifications in the CRM and via email when the customer comments or accepts/declines the proposal.

How do you convert a proposal to an invoice or estimate in our CRM system? #

How do you convert a proposal to an invoice or estimate in our CRM system? #

  1. Navigate to the table and select the desired proposal.
  2. On the right side of the screen, a “Convert” button will appear. Click on this button.
  1. A menu will appear, prompting you to choose between “Estimate” or “Invoice.”
  2. Once you’ve made your selection, a popup will display with a preview of the information. Additionally, parsed items will be automatically inserted into the estimate or invoice.
  3. Review the information in the popup to ensure accuracy. If you’re satisfied with the result, click “Save.”
  4. After the conversion, the proposal will be automatically marked as accepted if it is not already marked as such.
  5. Note: If the proposal is associated with a lead that has not been converted to a client, you must first convert the lead to a client. Afterward, return to the proposal and proceed with the conversion to an estimate or invoice.

How to create a proposal in Saptivo CRM?

From the main menu, navigate to Sales -> Proposals, and on the top left side, click the ‘Create Proposal’ button.

You can create a proposal for a lead or a customer.

  1. Choose ‘Related to Lead’ or ‘Customer.’
  2. Select the lead or customer it is related to. On the right side, the found information will be auto-filled, and you can adjust it according to your needs.
  3. Status – By default, the draft status will be auto-selected. Note that proposals with draft status are not visible to customers. The ‘Open’ status means that it is open for the customer to take actions, e.g., accept or decline the proposal.
  4. Open Till – The date when the proposal will stay open, and the user can take actions (Accept/Decline). Go to Setup -> Settings -> Finance -> Proposal to set ‘Proposal due after’ to auto-populate this field.
  5. Currency – When creating a proposal for a lead, you can add any currency you need. Otherwise, if you are creating a proposal for a customer, the system-based currency will be used, or the customer’s currency.
  6. Allow Comments – If this field is unchecked, the user won’t be able to comment on the proposal (e.g., negotiate with price, etc.).

Save the proposal to add proposal content.

Add Proposal Content:

You can add proposal content directly from the admin area while previewing the proposal.

After saving/creating the proposal, you will be redirected to the preview area where you can add content.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

The proposal content is automatically saved, eliminating the need for manual saving. If necessary, you can utilize the shortcut CTRL+S.

Merge Fields:

To avoid duplicating content, you can utilize the merge fields feature by clicking on the ‘Available Merge Fields’ link. When you need to create a new proposal with similar content, you can simply copy an existing one.

“Copy Proposal:

To duplicate the proposal, click on ‘More’ and then select ‘Copy.

How to create a proposal template in the Saptivo CRM system? #

To simplify the proposal creation process in saptivo CRM, you can create predefined HTML templates that can be used every time a proposal is created.

Create Proposal Template:

To create a proposal template while viewing the contract, follow these steps:

  1. Click on the Templates tab.
  2. Click on ‘Add Template.’
  3. Enter the Template title for easy recognition.
  4. Use the editor to add predefined template content.
  5. Click ‘Save.'”

Insert Template:

Once you have created the template, you will be able to use and insert it into the editor content easily.

While on the Templates tab, for the template you want to insert, click the ‘Insert’ button. The template content will be automatically injected into the proposal editor.

You can send expiration reminders to the lead/customer assigned to this proposal. An email will be sent to the proposal email address added while you created/edited the proposal.

How to set up and manage proposal expiration reminders? #

To configure email expiration reminders navigate to Setup->Settings->CRON job

  1. Set ‘Send expiration reminder’ to YES.
  2. Set the expiration reminder ‘before’ in days. For example, if set to ‘BEFORE 4 DAYS,’ and the proposal open till date is XXX-09-22, the expiration reminder will be sent on XXX-09-18.
  1. You will need a cron job configured for this feature.
  2. Expiration reminders will be sent only for proposals with the status OPEN and SENT.

How do you send a proposal to a customer or lead? #

We assume that you have already created the proposal. Click on the mail icon on the right side and a popup with the preview email template will be shown.

You can include the proposal link inside the email template and let your customer view it without logging in. This is also useful for leads.

After you send the proposal, a lead/customer can open it and take actions such as accepting, declining, or making comments. The creator of the proposal and the assigned sales agent will receive notifications in the CRM and via email when the customer comments or accepts/declines the proposal.

How do you convert a proposal to an invoice or estimate in our CRM system? #

How do you convert a proposal to an invoice or estimate in our CRM system? #

  1. Navigate to the table and select the desired proposal.
  2. On the right side of the screen, a “Convert” button will appear. Click on this button.
  1. A menu will appear, prompting you to choose between “Estimate” or “Invoice.”
  2. Once you’ve made your selection, a popup will display with a preview of the information. Additionally, parsed items will be automatically inserted into the estimate or invoice.
  3. Review the information in the popup to ensure accuracy. If you’re satisfied with the result, click “Save.”
  4. After the conversion, the proposal will be automatically marked as accepted if it is not already marked as such.
  5. Note: If the proposal is associated with a lead that has not been converted to a client, you must first convert the lead to a client. Afterward, return to the proposal and proceed with the conversion to an estimate or invoice.

How to create a proposal in Saptivo CRM?

From the main menu, navigate to Sales -> Proposals, and on the top left side, click the ‘Create Proposal’ button.

You can create a proposal for a lead or a customer.

  1. Choose ‘Related to Lead’ or ‘Customer.’
  2. Select the lead or customer it is related to. On the right side, the found information will be auto-filled, and you can adjust it according to your needs.
  3. Status – By default, the draft status will be auto-selected. Note that proposals with draft status are not visible to customers. The ‘Open’ status means that it is open for the customer to take actions, e.g., accept or decline the proposal.
  4. Open Till – The date when the proposal will stay open, and the user can take actions (Accept/Decline). Go to Setup -> Settings -> Finance -> Proposal to set ‘Proposal due after’ to auto-populate this field.
  5. Currency – When creating a proposal for a lead, you can add any currency you need. Otherwise, if you are creating a proposal for a customer, the system-based currency will be used, or the customer’s currency.
  6. Allow Comments – If this field is unchecked, the user won’t be able to comment on the proposal (e.g., negotiate with price, etc.).

Save the proposal to add proposal content.

Add Proposal Content:

You can add proposal content directly from the admin area while previewing the proposal.

After saving/creating the proposal, you will be redirected to the preview area where you can add content.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

The proposal content is automatically saved, eliminating the need for manual saving. If necessary, you can utilize the shortcut CTRL+S.

Merge Fields:

To avoid duplicating content, you can utilize the merge fields feature by clicking on the ‘Available Merge Fields’ link. When you need to create a new proposal with similar content, you can simply copy an existing one.

“Copy Proposal:

To duplicate the proposal, click on ‘More’ and then select ‘Copy.

Table of contents

  1. How do I send a proposal with a viewable link for customers?
  2. How do I create a new customer contact in our CRM system?
  3. How do I create a new customer in the CRM system dashboard?
  4. How to restrict a staff member’s access to view all customers in the Saptivo CRM system?
  5. How can you register a customer in our CRM system?
  6. How can I generate a general customer report in the Saptivo CRM system? 
  7. How can you export data from a customer’s profile in our CRM system?
Invoice

Table Of Content

How do I merge invoices in the Saptivo CRM system?

Merging invoices is a feature in Saptivo CRM that allows you to combine/include already created invoices into one invoice by transferring all the invoice information to a new invoice. This feature is useful when your customer has other unpaid invoices, but you need to create an additional invoice for the customer, and you want to prevent them from paying multiple invoices. In this case, your customer will only need to pay one consolidated invoice.

To check if there are available invoices to be merged, you can find this information in different places:

  • 1. When creating a new invoice: Available invoices to merge are displayed after selecting a customer. The system will check if there are invoices that can be merged into the one you are creating for the selected customer.
  • 2. When previewing an existing invoice from the admin area: Available invoices will be shown at the top, and you can click on the edit button to take the necessary action.
  • 3. When editing an existing invoice: Available invoices for merging are displayed immediately after entering the edit invoice area.

It’s important to note that you can only merge invoices with the following statuses: Unpaid, Overdue, and Draft. For example, if the invoice you are editing has a status of Partially Paid, you won’t be able to merge existing invoices into it unless they also have a status of Unpaid, Overdue, or Draft.

To merge invoices, when you create or edit an invoice, a message will appear at the top indicating if there are invoices available for merging

image45

You can merge multiple invoices by selecting the checkbox on the left side of the invoice number.Once the checkbox is selected, the invoice items will be automatically added to your existing invoice that you are currently creating or editing.

Additionally, you have the option to mark the merged invoices as canceled instead of deleting them. This is important because merging invoices may create gaps in invoice numbers. If you prefer not to have gaps in your invoice history, avoid merging invoices. Alternatively, you can manually adjust invoice numbers to fill any gaps.Cancelled invoices are excluded from reports, and overdue reminders are disabled.

How can you configure automatic invoice overdue notices in our CRM system? 

  • You can send invoice overdue notices either manually or automatically using a cron job.

    For automatic overdue notices:

    •  Navigate to Setup -> Settings -> Cron Job -> Invoices.
  •  Set up automatic overdue notices by adjusting the field ‘Automatically send a 3 reminder after.’ If you want to send the notice the same day the invoice is overdue, set it to 0; otherwise, adjust it according to your preferences.
  • The second field pertains to resending overdue notices based on the last notice date. To disable resending, set this field to 0.

The automatic sending of overdue notices will occur at a specific hour, based on he ‘Hour of day to perform automatic operations’ value set in Setup -> Settings -> Cron Job -> Invoices.

How can you record an invoice payment in our CRM system?

While viewing the invoice from the admin area, click on the ‘+ Payment’ button to record a new invoice payment. After clicking on the button, a new view will be displayed, including the ‘Record Payment’ form

 

Keep in mind that the ‘+ Payment’ button will be shown only if the user has permissions for payment creation. Additionally, this button may be disabled if the invoice has a status of ‘Paid’ or ‘Cancelled.

  1. Amount Received – This is the total amount paid for the invoice, automatically populated based on the invoice due amount.
  2. Payment Date – Choose the date for the payment; the default is the current date.
  3. Payment Mode – Select one of the available payment modes for this invoice. If the preferred payment mode is not listed, click here to learn more.
  4. Additionally, you can include a payment note.
  5. ‘Do not send invoice payment recorded email to customer contacts’ – If checked, no email will be sent to customer contacts notifying them of the recorded payment for this invoice. To disable this option, deactivate the email template in Setup -> Settings -> Invoice Payment Recorded (Sent to customer contacts). After disabling the template, this field won’t be shown, and no email will be sent to the customer.
  6. Click ‘Save.’

 

After recording the payment, the invoice status will automatically update based on the total amount. If the full amount is recorded, the status will change to ‘Paid’; otherwise, it will be updated to ‘Partially Paid.

Email Sent to Staff:

Furthermore, the system will send another email (‘Invoice Payment Recorded (Sent to staff)’) to the invoice sale agent and invoice creator. This email will also be sent when the customer pays the invoice online via an online payment gateway. Please note that if the payment is recorded via the admin area by a staff member (currently logged in), this staff member won’t receive an email.

How to send an invoice as an email in our CRM system?

Saptivo has the option to send this invoice to a related customer. Additionally, the PDF invoice will be attached to the email. If you do not want to attach the PDF invoice, simply uncheck the checkbox ‘Attach Invoice PDF.

After sending the invoice to the customer, if you need to resend the invoice, there will be another email content. Since the initial invoice has already been sent, the customer may request the invoice again, and in all cases, this content will be different. To edit the email content for sending the invoice to your customer for the second time, go to Setup -> Email Templates -> Invoice Already Sent to Client.

By default, all contacts with enabled email notifications for invoices will be selected, and you can adjust this based on your needs.

When the cron job attempts to send the invoice (e.g., for expiration reminders), emails will be sent to all contacts with enabled email notifications for invoices.

How to set up a recurring invoice in the Saptivo CRM system?

Settings

Navigate to the Settings Menu -> Settings -> Cron Job.

Create a new invoice from the main recurring invoice only if the main invoice is with status paid.

  • If set to No and the recurring invoice is not with a paid status, the new invoice won’t be created.

Hour of day to perform automatic operations (24-hour format, e.g., 9 for 9 am or 15 for 3 pm):

  • The invoice will be re-created at a specific time of the day, based on the hour configured in this option.
  • For example, if the invoice should be re-created on the 1st of May, and you set the hour as 09, the invoice will be re-created on the 1st of May at 9 AM.

Action to take after the invoice is re-created:

  • Generate and auto send the renewed invoice to the customer. (Note: Customer contacts must have configured email notifications for invoices to receive the email.)
  • Generate an Unpaid Invoice.
  • Generate a Draft Invoice.

            Create a recurring invoice.

When you add/edit an invoice, you have the option to set this invoice to be recurring.

This means that the invoice will be re-created automatically based on your setup for a recurring invoice (every X months). Recurring options range from 1 month to 12 months, or you can select custom to fit your needs.

How are the recurring days calculated?

The date when the invoice needs to be re-created (renewed) is calculated from the invoice date.

The dates in the examples are shown in Y-m-d format.

  • Example 1:
    • Invoice date is XXXX-08-17.
    • Recurring is every 1 month.
    • The invoice will be re-created (renewed) on XXXX-09-17.
  • Example 2:
    • Invoice date is XXXX-03-01.
    • Recurring is every month.
    • The invoice will be re-created (renewed) on XXXX-04-01.

When the invoices are generated from this invoice, you will have an overview of which invoices are generated from this invoice at the ‘Child Invoices’ tab.

How to create an invoice in our CRM system?

To create a new invoice, go to Sales -> Invoices and click on the ‘Create new invoice’ button.

Select a customer. When choosing a client, the customer information will be fetched directly from the customer’s profile. Another option is to click on the edit icon and directly add the desired customer information. This also applies to billing information, which is fetched when selecting a customer.

NOTE: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and click on the edit icon, this will be changed for the invoice, but in the customer profile, the information will remain the same.

image12

Allowed payment modes for this invoice – Select the allowed payment modes for the invoice you are creating. If your customers pay online using saptivo CRM payment gateways, they will be visible in the invoice HTML area and when recording payment for the invoice from the admin area.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer you chose previously in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

INVOICE Number – The number is automatically populated, e.g., 00012, and the next will be 00013.

This number is fetched from Setup->Settings->Finance->Invoice– Next Number; the number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Invoice.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

You can set up terms directly in the invoice, or you can use predefined terms that will be auto-populated. To set up predefined terms, go to Setup -> Settings -> Finance -> Invoice, scroll down, and populate the fields as they fit your needs.

Sales Agent – You can select a sales agent for this invoice and generate reports in Reports -> Sales -> Invoices Report. Note that the full name of the sales agent will be shown on the invoice if, in Setup -> Settings -> Finance -> Invoice -> ‘Show sales agent on invoice’ is set to ‘yes’, see picture.

You can add invoice items; when adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each invoice, and changing the item information in Sales -> Items won’t affect the already created invoices with specific item/s.

Admin notes are only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

Click ‘Save.’

While editing/creating the invoice, the adjustment option is always available if you want to +/- the total amount.

How to Export Customers’ Invoices/Estimates/Payments to ZIP?

Go to the customer profile and click on the tab you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file

Table Of Content

How do I merge invoices in the Saptivo CRM system?

Merging invoices is a feature in Saptivo CRM that allows you to combine/include already created invoices into one invoice by transferring all the invoice information to a new invoice. This feature is useful when your customer has other unpaid invoices, but you need to create an additional invoice for the customer, and you want to prevent them from paying multiple invoices. In this case, your customer will only need to pay one consolidated invoice.

To check if there are available invoices to be merged, you can find this information in different places:

  • 1. When creating a new invoice: Available invoices to merge are displayed after selecting a customer. The system will check if there are invoices that can be merged into the one you are creating for the selected customer.
  • 2. When previewing an existing invoice from the admin area: Available invoices will be shown at the top, and you can click on the edit button to take the necessary action.
  • 3. When editing an existing invoice: Available invoices for merging are displayed immediately after entering the edit invoice area.

It’s important to note that you can only merge invoices with the following statuses: Unpaid, Overdue, and Draft. For example, if the invoice you are editing has a status of Partially Paid, you won’t be able to merge existing invoices into it unless they also have a status of Unpaid, Overdue, or Draft.

To merge invoices, when you create or edit an invoice, a message will appear at the top indicating if there are invoices available for merging

You can merge multiple invoices by selecting the checkbox on the left side of the invoice number.

Once the checkbox is selected, the invoice items will be automatically added to your existing invoice that you are currently creating or editing.

Additionally, you have the option to mark the merged invoices as canceled instead of deleting them. This is important because merging invoices may create gaps in invoice numbers. If you prefer not to have gaps in your invoice history, avoid merging invoices. Alternatively, you can manually adjust invoice numbers to fill any gaps.

Cancelled invoices are excluded from reports, and overdue reminders are disabled.

How can you configure automatic invoice overdue notices in our CRM system?

You can send invoice overdue notices either manually or automatically using a cron job.

For automatic overdue notices:

  • 1. Navigate to Setup -> Settings -> Cron Job -> Invoices.
  • 2. Set up automatic overdue notices by adjusting the field ‘Automatically send a 3 reminder after.’ If you want to send the notice the same day the invoice is overdue, set it to 0; otherwise, adjust it according to your preferences.
  • 3. The second field pertains to resending overdue notices based on the last notice date. To disable resending, set this field to 0.

The automatic sending of overdue notices will occur at a specific hour, based on he ‘Hour of day to perform automatic operations’ value set in Setup -> Settings -> Cron Job -> Invoices.

How can you record an invoice payment in our CRM system?

While viewing the invoice from the admin area, click on the ‘+ Payment’ button to record a new invoice payment. After clicking on the button, a new view will be displayed, including the ‘Record Payment’ form

 

Keep in mind that the ‘+ Payment’ button will be shown only if the user has permissions for payment creation. Additionally, this button may be disabled if the invoice has a status of ‘Paid’ or ‘Cancelled.

  • Amount Received – This is the total amount paid for the invoice, automatically populated based on the invoice due amount.
  • Payment Date – Choose the date for the payment; the default is the current date.
  • Payment Mode – Select one of the available payment modes for this invoice. If the preferred payment mode is not listed, click here to learn more.
  • Additionally, you can include a payment note.
  • ‘Do not send invoice payment recorded email to customer contacts’ – If checked, no email will be sent to customer contacts notifying them of the recorded payment for this invoice. To disable this option,

 

  • deactivate the email template in Setup -> Settings -> Invoice Payment Recorded (Sent to customer contacts). After disabling the template, this field won’t be shown, and no email will be sent to the customer.
  • Click ‘Save.’

After recording the payment, the invoice status will automatically update based on the total amount. If the full amount is recorded, the status will change to ‘Paid’; otherwise, it will be updated to ‘Partially Paid.

Email Sent to Staff:

Furthermore, the system will send another email (‘Invoice Payment Recorded (Sent to staff)’) to the invoice sale agent and invoice creator. This email will also be sent when the customer pays the invoice online via an online payment gateway.

Please note that if the payment is recorded via the admin area by a staff member (currently logged in), this staff member won’t receive an email.

How to send an invoice as an email in our CRM system?

Saptivo has the option to send this invoice to a related customer. Additionally, the PDF invoice will be attached to the email. If you do not want to attach the PDF invoice, simply uncheck the checkbox ‘Attach Invoice PDF.

After sending the invoice to the customer, if you need to resend the invoice, there will be another email content. Since the initial invoice has already been sent, the customer may request the invoice again, and in all cases, this content will be different. To edit the email content for sending the invoice to your customer for the second time, go to Setup -> Email Templates -> Invoice Already Sent to Client.

By default, all contacts with enabled email notifications for invoices will be selected, and you can adjust this based on your needs.

When the cron job attempts to send the invoice (e.g., for expiration reminders), emails will be sent to all contacts with enabled email notifications for invoices.

How to set up a recurring invoice in the Saptivo CRM system?

Settings

Navigate to the Settings Menu -> Settings -> Cron Job.

Create a new invoice from the main recurring invoice only if the main invoice is with status paid.

  • If set to No and the recurring invoice is not with a paid status, the new invoice won’t be created.

Hour of day to perform automatic operations (24-hour format, e.g., 9 for 9 am or 15 for 3 pm):

  • The invoice will be re-created at a specific time of the day, based on the hour configured in this option.
  • For example, if the invoice should be re-created on the 1st of May, and you set the hour as 09, the invoice will be re-created on the 1st of May at 9 AM.

Action to take after the invoice is re-created:

  • Generate and auto send the renewed invoice to the customer. (Note: Customer contacts must have configured email notifications for invoices to receive the email.)
  • Generate an Unpaid Invoice.
  • Generate a Draft Invoice.

            Create a recurring invoice.

When you add/edit an invoice, you have the option to set this invoice to be recurring.

This means that the invoice will be re-created automatically based on your setup for a recurring invoice (every X months). Recurring options range from 1 month to 12 months, or you can select custom to fit your needs.

How are the recurring days calculated?

The date when the invoice needs to be re-created (renewed) is calculated from the invoice date.

The dates in the examples are shown in Y-m-d format.

  • Example 1:
    • Invoice date is XXXX-08-17.
    • Recurring is every 1 month.
    • The invoice will be re-created (renewed) on XXXX-09-17.
  • Example 2:
    • Invoice date is XXXX-03-01.
    • Recurring is every month.
    • The invoice will be re-created (renewed) on XXXX-04-01.

When the invoices are generated from this invoice, you will have an overview of which invoices are generated from this invoice at the ‘Child Invoices’ tab.

How to create an invoice in our CRM system?

To create a new invoice, go to Sales -> Invoices and click on the ‘Create new invoice’ button.

Select a customer. When choosing a client, the customer information will be fetched directly from the customer’s profile. Another option is to click on the edit icon and directly add the desired customer information. This also applies to billing information, which is fetched when selecting a customer.

NOTE: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and click on the edit icon, this will be changed for the invoice, but in the customer profile, the information will remain the same.

Allowed payment modes for this invoice – Select the allowed payment modes for the invoice you are creating. If your customers pay online using saptivo CRM payment gateways, they will be visible in the invoice HTML area and when recording payment for the invoice from the admin area.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer you chose previously in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

INVOICE Number – The number is automatically populated, e.g., 00012, and the next will be 00013.

This number is fetched from Setup->Settings->Finance->Invoice– Next Number; the number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Invoice.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

You can set up terms directly in the invoice, or you can use predefined terms that will be auto-populated. To set up predefined terms, go to Setup -> Settings -> Finance -> Invoice, scroll down, and populate the fields as they fit your needs.

Sales Agent – You can select a sales agent for this invoice and generate reports in Reports -> Sales -> Invoices Report. Note that the full name of the sales agent will be shown on the invoice if, in Setup -> Settings -> Finance -> Invoice -> ‘Show sales agent on invoice’ is set to ‘yes’, see picture.

You can add invoice items; when adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each invoice, and changing the item information in Sales -> Items won’t affect the already created invoices with specific item/s.

Admin notes are only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

Click ‘Save.’

While editing/creating the invoice, the adjustment option is always available if you want to +/- the total amount.

How to Export Customers’ Invoices/Estimates/Payments to ZIP?

Go to the customer profile and click on the tab you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file

You can choose a start and end date, the date is based on the invoice/estimate/payment date

Table Of Content

How do I merge invoices in the Saptivo CRM system?

Merging invoices is a feature in Saptivo CRM that allows you to combine/include already created invoices into one invoice by transferring all the invoice information to a new invoice. This feature is useful when your customer has other unpaid invoices, but you need to create an additional invoice for the customer, and you want to prevent them from paying multiple invoices. In this case, your customer will only need to pay one consolidated invoice.

To check if there are available invoices to be merged, you can find this information in different places:

  • 1. When creating a new invoice: Available invoices to merge are displayed after selecting a customer. The system will check if there are invoices that can be merged into the one you are creating for the selected customer.
  • 2. When previewing an existing invoice from the admin area: Available invoices will be shown at the top, and you can click on the edit button to take the necessary action.
  • 3. When editing an existing invoice: Available invoices for merging are displayed immediately after entering the edit invoice area.

It’s important to note that you can only merge invoices with the following statuses: Unpaid, Overdue, and Draft. For example, if the invoice you are editing has a status of Partially Paid, you won’t be able to merge existing invoices into it unless they also have a status of Unpaid, Overdue, or Draft.

To merge invoices, when you create or edit an invoice, a message will appear at the top indicating if there are invoices available for merging

You can merge multiple invoices by selecting the checkbox on the left side of the invoice number.

Once the checkbox is selected, the invoice items will be automatically added to your existing invoice that you are currently creating or editing.

Additionally, you have the option to mark the merged invoices as canceled instead of deleting them. This is important because merging invoices may create gaps in invoice numbers. If you prefer not to have gaps in your invoice history, avoid merging invoices. Alternatively, you can manually adjust invoice numbers to fill any gaps.Cancelled invoices are excluded from reports, and overdue reminders are disabled.

How can you configure automatic invoice overdue notices in our CRM system?

You can send invoice overdue notices either manually or automatically using a cron job.

For automatic overdue notices:

  • 1. Navigate to Setup -> Settings -> Cron Job -> Invoices.
  • 2. Set up automatic overdue notices by adjusting the field ‘Automatically send a 3 reminder after.’ If you want to send the notice the same day the invoice is overdue, set it to 0; otherwise, adjust it according to your preferences.
  • 3. The second field pertains to resending overdue notices based on the last notice date. To disable resending, set this field to 0.

The automatic sending of overdue notices will occur at a specific hour, based on he ‘Hour of day to perform automatic operations’ value set in Setup -> Settings -> Cron Job -> Invoices.

How can you record an invoice payment in our CRM system?

While viewing the invoice from the admin area, click on the ‘+ Payment’ button to record a new invoice payment. After clicking on the button, a new view will be displayed, including the ‘Record Payment’ form

 

Keep in mind that the ‘+ Payment’ button will be shown only if the user has permissions for payment creation. Additionally, this button may be disabled if the invoice has a status of ‘Paid’ or ‘Cancelled.

  • Amount Received – This is the total amount paid for the invoice, automatically populated based on the invoice due amount.
  • Payment Date – Choose the date for the payment; the default is the current date.
  • Payment Mode – Select one of the available payment modes for this invoice. If the preferred payment mode is not listed, click here to learn more.
  • Additionally, you can include a payment note.
  • ‘Do not send invoice payment recorded email to customer contacts’ – If checked, no email will be sent to customer contacts notifying them of the recorded payment for this invoice. To disable this option,

 

  • deactivate the email template in Setup -> Settings -> Invoice Payment Recorded (Sent to customer contacts). After disabling the template, this field won’t be shown, and no email will be sent to the customer.
  • Click ‘Save.’

After recording the payment, the invoice status will automatically update based on the total amount. If the full amount is recorded, the status will change to ‘Paid’; otherwise, it will be updated to ‘Partially Paid.

Email Sent to Staff:

Furthermore, the system will send another email (‘Invoice Payment Recorded (Sent to staff)’) to the invoice sale agent and invoice creator. This email will also be sent when the customer pays the invoice online via an online payment gateway.

Please note that if the payment is recorded via the admin area by a staff member (currently logged in), this staff member won’t receive an email.

How to send an invoice as an email in our CRM system?

Saptivo has the option to send this invoice to a related customer. Additionally, the PDF invoice will be attached to the email. If you do not want to attach the PDF invoice, simply uncheck the checkbox ‘Attach Invoice PDF.

After sending the invoice to the customer, if you need to resend the invoice, there will be another email content. Since the initial invoice has already been sent, the customer may request the invoice again, and in all cases, this content will be different. To edit the email content for sending the invoice to your customer for the second time, go to Setup -> Email Templates -> Invoice Already Sent to Client.

By default, all contacts with enabled email notifications for invoices will be selected, and you can adjust this based on your needs.

When the cron job attempts to send the invoice (e.g., for expiration reminders), emails will be sent to all contacts with enabled email notifications for invoices.

How to set up a recurring invoice in the Saptivo CRM system?

Settings

Navigate to the Settings Menu -> Settings -> Cron Job.

Create a new invoice from the main recurring invoice only if the main invoice is with status paid.

  • If set to No and the recurring invoice is not with a paid status, the new invoice won’t be created.

Hour of day to perform automatic operations (24-hour format, e.g., 9 for 9 am or 15 for 3 pm):

  • The invoice will be re-created at a specific time of the day, based on the hour configured in this option.
  • For example, if the invoice should be re-created on the 1st of May, and you set the hour as 09, the invoice will be re-created on the 1st of May at 9 AM.

Action to take after the invoice is re-created:

  • Generate and auto send the renewed invoice to the customer. (Note: Customer contacts must have configured email notifications for invoices to receive the email.)
  • Generate an Unpaid Invoice.
  • Generate a Draft Invoice.

            Create a recurring invoice.

When you add/edit an invoice, you have the option to set this invoice to be recurring.

This means that the invoice will be re-created automatically based on your setup for a recurring invoice (every X months). Recurring options range from 1 month to 12 months, or you can select custom to fit your needs.

How are the recurring days calculated?

The date when the invoice needs to be re-created (renewed) is calculated from the invoice date.

The dates in the examples are shown in Y-m-d format.

  • Example 1:
    • Invoice date is XXXX-08-17.
    • Recurring is every 1 month.
    • The invoice will be re-created (renewed) on XXXX-09-17.
  • Example 2:
    • Invoice date is XXXX-03-01.
    • Recurring is every month.
    • The invoice will be re-created (renewed) on XXXX-04-01.

When the invoices are generated from this invoice, you will have an overview of which invoices are generated from this invoice at the ‘Child Invoices’ tab.

How to create an invoice in our CRM system?

To create a new invoice, go to Sales -> Invoices and click on the ‘Create new invoice’ button.

Select a customer. When choosing a client, the customer information will be fetched directly from the customer’s profile. Another option is to click on the edit icon and directly add the desired customer information. This also applies to billing information, which is fetched when selecting a customer.

NOTE: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and click on the edit icon, this will be changed for the invoice, but in the customer profile, the information will remain the same.

Allowed payment modes for this invoice – Select the allowed payment modes for the invoice you are creating. If your customers pay online using saptivo CRM payment gateways, they will be visible in the invoice HTML area and when recording payment for the invoice from the admin area.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer you chose previously in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

INVOICE Number – The number is automatically populated, e.g., 00012, and the next will be 00013.

This number is fetched from Setup->Settings->Finance->Invoice– Next Number; the number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Invoice.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

You can set up terms directly in the invoice, or you can use predefined terms that will be auto-populated. To set up predefined terms, go to Setup -> Settings -> Finance -> Invoice, scroll down, and populate the fields as they fit your needs.

Sales Agent – You can select a sales agent for this invoice and generate reports in Reports -> Sales -> Invoices Report. Note that the full name of the sales agent will be shown on the invoice if, in Setup -> Settings -> Finance -> Invoice -> ‘Show sales agent on invoice’ is set to ‘yes’, see picture.

You can add invoice items; when adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each invoice, and changing the item information in Sales -> Items won’t affect the already created invoices with specific item/s.

Admin notes are only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

Click ‘Save.’

While editing/creating the invoice, the adjustment option is always available if you want to +/- the total amount.

How to Export Customers’ Invoices/Estimates/Payments to ZIP?

Go to the customer profile and click on the tab you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file

You can choose a start and end date, the date is based on the invoice/estimate/payment date

Table Of Content

How to link an estimate to a project in the Saptivo CRM system?

  1. Go to Menu -> Sales -> Estimates and click ‘Create New Estimate.’
  2. Select a customer.
  3. A drop-down with projects will be shown below the customer select field (if no projects are associated with the selected customer, the dropdown with projects won’t be shown).
  4. Select the project.
  5. Configure the estimate to fit your needs.
  6. Save the estimate.

Navigate to the project area and click on the tab ‘Sales -> Estimates.’ You will be able to see the newly created estimate associated with your selected project.

How to send an estimate to an email in the CRM system?

Saptivo has the option to send this estimate to the related customer. Also, the PDF estimate will be attached to the email. If you do not want to attach the PDF estimate, simply uncheck the checkbox ‘Attach Estimate PDF.

After sending the estimate to the customer, if you want to send it again, there will be another email content. Because the initial estimate has already been sent, the customer may want the estimate again, and in all cases, this content will be different. Go to Setup -> Email Templates -> Estimate Already Sent to Client to edit the email content when sending the estimate to your customer for the second time. By default, all contacts with permission for estimates will be selected, and you can adjust this to your needs

How to convert an estimate to an invoice in the Saptivo CRM system? 

You can easily convert the estimate to an invoice from the admin area.

Open the estimate you want to convert, and on the right side, click ‘Convert to Invoice.

How to create a new estimate in our CRM system?

To create a new estimate, go to Sales -> Estimates -> Create New Estimate or click on the Build icon on the top left side and select Create Estimate.

Client – Before selecting a client, you must have added clients in Customers -> New Customer. When selecting a customer, the customer information will be fetched directly from the customer profile you created. Alternatively, you can click on the edit icon and directly add the desired customer information; this also applies to billing information, which is fetched when selecting a customer.

Note: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and clicking on the edit icon, this will be changed for the estimate, but in the customer profile, the information will remain the same, and there won’t be any changes in the invoice.

Number – The number is automatically populated (e.g., 001, and the next will be 002). This number is fetched from Setup->Settings->Finance->Estimates – Next Number. The number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Estimates.

Status – By default, the draft status will be selected, and you can change the status anytime you want. Note that when you send the estimate to your customer, the status will be changed automatically to SENT.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

Sale Agent – You can select a sales agent for this estimate and then generate reports in Reports -> Sales -> Estimate Report. Note that the sales agent’s full name will be shown on the estimate if, in Setup -> Settings -> Finance -> Estimates -> ‘Show sales agent on estimate’ is set to ‘yes.’

Estimate Add New Item:

You can add estimate items. When adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each estimate, and changing the item information in Sales -> Items won’t affect the already created estimates with specific items.

Admin note is only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML estimate and PDF estimate.

You can set up terms directly in the estimate, or you can have predefined terms that will be auto-populated. To set up predefined terms and conditions, navigate to Setup -> Settings -> Finance -> Estimate, scroll down, and you can populate the fields as it fits your needs.

Click submit to save the estimate.

While editing/creating an estimate the adjustment option is always available if you want to +- the total amount

How to convert a proposal to an invoice in the CRM system?

To convert a proposal to an invoice or estimate, select the proposal from the table, and on the right side, a ‘Convert’ button will be shown.

Click on the button and choose Estimate or Invoice. After you choose, a popup will be shown with the preview info, including the parsed items that are auto-inserted into the estimate/invoice. When you are satisfied with the result, click ‘Save.’ 

After converting, the proposal will be automatically marked as accepted (if it is not already marked as Accepted). If the proposal is related to some lead that is not converted to a client, you will need to convert the lead to a client first and then return here to convert the proposal to an estimate or invoice.

How do you export customer invoices, estimates, and payments to a ZIP file in CRM?

Go to the customer profile and click on the tab where you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file.

You can choose a start and end date, the date is based on the invoice/estimate/payment date

Table Of Content

How to link an estimate to a project in the Saptivo CRM system?

  1. Go to Menu -> Sales -> Estimates and click ‘Create New Estimate.’
  2. Select a customer.
  3. A drop-down with projects will be shown below the customer select field (if no projects are associated with the selected customer, the dropdown with projects won’t be shown).
  4. Select the project.
  5. Configure the estimate to fit your needs.
  6. Save the estimate.

Navigate to the project area and click on the tab ‘Sales -> Estimates.’ You will be able to see the newly created estimate associated with your selected project.

How to send an estimate to an email in the CRM system?

Saptivo has the option to send this estimate to the related customer. Also, the PDF estimate will be attached to the email. If you do not want to attach the PDF estimate, simply uncheck the checkbox ‘Attach Estimate PDF.

After sending the estimate to the customer, if you want to send it again, there will be another email content. Because the initial estimate has already been sent, the customer may want the estimate again, and in all cases, this content will be different. Go to Setup -> Email Templates -> Estimate Already Sent to Client to edit the email content when sending the estimate to your customer for the second time.

By default, all contacts with permission for estimates will be selected, and you can adjust this to your needs.

How to convert an estimate to an invoice in the Saptivo CRM system? 

You can easily convert the estimate to an invoice from the admin area.

Open the estimate you want to convert, and on the right side, click ‘Convert to Invoice.

How to create a new estimate in our CRM system?

To create a new estimate, go to Sales -> Estimates -> Create New Estimate or click on the Build icon on the top left side and select Create Estimate.

Client – Before selecting a client, you must have added clients in Customers -> New Customer. When selecting a customer, the customer information will be fetched directly from the customer profile you created. Alternatively, you can click on the edit icon and directly add the desired customer information; this also applies to billing information, which is fetched when selecting a customer.

Note: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and clicking on the edit icon, this will be changed for the estimate, but in the customer profile, the information will remain the same, and there won’t be any changes in the invoice.

Number – The number is automatically populated (e.g., 001, and the next will be 002). This number is fetched from Setup->Settings->Finance->Estimates – Next Number. The number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Estimates.

Status – By default, the draft status will be selected, and you can change the status anytime you want. Note that when you send the estimate to your customer, the status will be changed automatically to SENT.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

Sale Agent – You can select a sales agent for this estimate and then generate reports in Reports -> Sales -> Estimate Report. Note that the sales agent’s full name will be shown on the estimate if, in Setup -> Settings -> Finance -> Estimates -> ‘Show sales agent on estimate’ is set to ‘yes.’

Estimate Add New Item:

You can add estimate items. When adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each estimate, and changing the item information in Sales -> Items won’t affect the already created estimates with specific items.

Admin note is only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML estimate and PDF estimate.

You can set up terms directly in the estimate, or you can have predefined terms that will be auto-populated. To set up predefined terms and conditions, navigate to Setup -> Settings -> Finance -> Estimate, scroll down, and you can populate the fields as it fits your needs.

Click submit to save the estimate.

While editing/creating an estimate the adjustment option is always available if you want to +- the total amount

How to convert a proposal to an invoice in the CRM system?

To convert a proposal to an invoice or estimate, select the proposal from the table, and on the right side, a ‘Convert’ button will be shown.

Click on the button and choose Estimate or Invoice. After you choose, a popup will be shown with the preview info, including the parsed items that are auto-inserted into the estimate/invoice.

When you are satisfied with the result, click ‘Save.’

After converting, the proposal will be automatically marked as accepted (if it is not already marked as Accepted).

If the proposal is related to some lead that is not converted to a client, you will need to convert the lead to a client first and then return here to convert the proposal to an estimate or invoice.

How do you export customer invoices, estimates, and payments to a ZIP file in CRM?

Go to the customer profile and click on the tab where you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file.

You can choose a start and end date, the date is based on the invoice/estimate/payment date

Table Of Content

How to link an estimate to a project in the Saptivo CRM system?

  1. Go to Menu -> Sales -> Estimates and click ‘Create New Estimate.’
  2. Select a customer.
  3. A drop-down with projects will be shown below the customer select field (if no projects are associated with the selected customer, the dropdown with projects won’t be shown).
  4. Select the project.
  5. Configure the estimate to fit your needs.
  6. Save the estimate.

Navigate to the project area and click on the tab ‘Sales -> Estimates.’ You will be able to see the newly created estimate associated with your selected project.

How to send an estimate to an email in the CRM system?

Saptivo has the option to send this estimate to the related customer. Also, the PDF estimate will be attached to the email. If you do not want to attach the PDF estimate, simply uncheck the checkbox ‘Attach Estimate PDF.

After sending the estimate to the customer, if you want to send it again, there will be another email content. Because the initial estimate has already been sent, the customer may want the estimate again, and in all cases, this content will be different. Go to Setup -> Email Templates -> Estimate Already Sent to Client to edit the email content when sending the estimate to your customer for the second time.

By default, all contacts with permission for estimates will be selected, and you can adjust this to your needs.

How to convert an estimate to an invoice in the Saptivo CRM system? 

You can easily convert the estimate to an invoice from the admin area.

Open the estimate you want to convert, and on the right side, click ‘Convert to Invoice.

How to create a new estimate in our CRM system?

To create a new estimate, go to Sales -> Estimates -> Create New Estimate or click on the Build icon on the top left side and select Create Estimate.

Client – Before selecting a client, you must have added clients in Customers -> New Customer. When selecting a customer, the customer information will be fetched directly from the customer profile you created. Alternatively, you can click on the edit icon and directly add the desired customer information; this also applies to billing information, which is fetched when selecting a customer.

Note: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and clicking on the edit icon, this will be changed for the estimate, but in the customer profile, the information will remain the same, and there won’t be any changes in the invoice.

Number – The number is automatically populated (e.g., 001, and the next will be 002). This number is fetched from Setup->Settings->Finance->Estimates – Next Number. The number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Estimates.

Status – By default, the draft status will be selected, and you can change the status anytime you want. Note that when you send the estimate to your customer, the status will be changed automatically to SENT.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

Sale Agent – You can select a sales agent for this estimate and then generate reports in Reports -> Sales -> Estimate Report. Note that the sales agent’s full name will be shown on the estimate if, in Setup -> Settings -> Finance -> Estimates -> ‘Show sales agent on estimate’ is set to ‘yes.’

Estimate Add New Item:

You can add estimate items. When adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each estimate, and changing the item information in Sales -> Items won’t affect the already created estimates with specific items.

Admin note is only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML estimate and PDF estimate.

You can set up terms directly in the estimate, or you can have predefined terms that will be auto-populated. To set up predefined terms and conditions, navigate to Setup -> Settings -> Finance -> Estimate, scroll down, and you can populate the fields as it fits your needs.

Click submit to save the estimate.

While editing/creating an estimate the adjustment option is always available if you want to +- the total amount

How to convert a proposal to an invoice in the CRM system?

To convert a proposal to an invoice or estimate, select the proposal from the table, and on the right side, a ‘Convert’ button will be shown.

Click on the button and choose Estimate or Invoice. After you choose, a popup will be shown with the preview info, including the parsed items that are auto-inserted into the estimate/invoice.

When you are satisfied with the result, click ‘Save.’

After converting, the proposal will be automatically marked as accepted (if it is not already marked as Accepted).

If the proposal is related to some lead that is not converted to a client, you will need to convert the lead to a client first and then return here to convert the proposal to an estimate or invoice.

How do you export customer invoices, estimates, and payments to a ZIP file in CRM?

Go to the customer profile and click on the tab where you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file.

You can choose a start and end date, the date is based on the invoice/estimate/payment date

Table Of Content

How to create a proposal template in the Saptivo CRM system?

To simplify the proposal creation process in saptivo CRM, you can create predefined HTML templates that can be used every time a proposal is created.

Create Proposal Template: To create a proposal template while viewing the contract, follow these steps:

  • Click on the Templates tab.
  • Click on ‘Add Template.’
  • Enter the Template title for easy recognition.
  • Use the editor to add predefined template content.
  • Click ‘Save.'”

  1.  

image36

Insert Template:

Once you have created the template, you will be able to use and insert it into the editor content easily. While on the Templates tab, for the template you want to insert, click the ‘Insert’ button. The template content will be automatically injected into the proposal editor.

 

You can send expiration reminders to the lead/customer assigned to this proposal. An email will be sent to the proposal email address added while you created/edited the proposal.

image43

How to set up and manage proposal expiration reminders?

To configure email expiration reminders navigate to Setup->Settings->CRON job

  1. Set ‘Send expiration reminder’ to YES.
  2. Set the expiration reminder ‘before’ in days. For example, if set to ‘BEFORE 4 DAYS,’ and the proposal open till date is XXX-09-22, the expiration reminder will be sent on XXX-09-18.

  1. You will need a cron job configured for this feature.
  2. Expiration reminders will be sent only for proposals with the status OPEN and SENT.

How do you send a proposal to a customer or lead?

We assume that you have already created the proposal. Click on the mail icon on the right side and a popup with the preview email template will be shown.

You can include the proposal link inside the email template and let your customer view it without logging in. This is also useful for leads.

After you send the proposal, a lead/customer can open it and take actions such as accepting, declining, or making comments. The creator of the proposal and the assigned sales agent will receive notifications in the CRM and via email when the customer comments or accepts/declines the proposal.

image26

How do you convert a proposal to an invoice or estimate in our CRM system?

  1. Navigate to the table and select the desired proposal.
  2. On the right side of the screen, a “Convert” button will appear. Click on this button.

  1. A menu will appear, prompting you to choose between “Estimate” or “Invoice.”
  2. Once you’ve made your selection, a popup will display with a preview of the information. Additionally, parsed items will be automatically inserted into the estimate or invoice.
  3. Review the information in the popup to ensure accuracy. If you’re satisfied with the result, click “Save.”
  4. After the conversion, the proposal will be automatically marked as accepted if it is not already marked as such.
  5. Note: If the proposal is associated with a lead that has not been converted to a client, you must first convert the lead to a client. Afterward, return to the proposal and proceed with the conversion to an estimate or invoice.

How to create a proposal in Saptivo CRM?

From the main menu, navigate to Sales -> Proposals, and on the top left side, click the ‘Create Proposal’ button.

You can create a proposal for a lead or a customer.

  1. Choose ‘Related to Lead’ or ‘Customer.’
  2. Select the lead or customer it is related to. On the right side, the found information will be auto-filled, and you can adjust it according to your needs.
  3. Status – By default, the draft status will be auto-selected. Note that proposals with draft status are not visible to customers. The ‘Open’ status means that it is open for the customer to take actions, e.g., accept or decline the proposal.
  4. Open Till – The date when the proposal will stay open, and the user can take actions (Accept/Decline). Go to Setup -> Settings -> Finance -> Proposal to set ‘Proposal due after’ to auto-populate this field.
  5. Currency – When creating a proposal for a lead, you can add any currency you need. Otherwise, if you are creating a proposal for a customer, the system-based currency will be used, or the customer’s currency.
  6. Allow Comments – If this field is unchecked, the user won’t be able to comment on the proposal (e.g., negotiate with price, etc.).

Save the proposal to add proposal content.

Add Proposal Content:

You can add proposal content directly from the admin area while previewing the proposal.

After saving/creating the proposal, you will be redirected to the preview area where you can add content.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

Table Of Content

How to create a proposal template in the Saptivo CRM system?

To simplify the proposal creation process in saptivo CRM, you can create predefined HTML templates that can be used every time a proposal is created.

Create Proposal Template:

To create a proposal template while viewing the contract, follow these steps:

  1. Click on the Templates tab.
  2. Click on ‘Add Template.’
  3. Enter the Template title for easy recognition.
  4. Use the editor to add predefined template content.
  5. Click ‘Save.'”

image36

Insert Template:

Once you have created the template, you will be able to use and insert it into the editor content easily.

While on the Templates tab, for the template you want to insert, click the ‘Insert’ button. The template content will be automatically injected into the proposal editor.

You can send expiration reminders to the lead/customer assigned to this proposal. An email will be sent to the proposal email address added while you created/edited the proposal.

image43

How to set up and manage proposal expiration reminders?

To configure email expiration reminders navigate to Setup->Settings->CRON job

  1. Set ‘Send expiration reminder’ to YES.
  2. Set the expiration reminder ‘before’ in days. For example, if set to ‘BEFORE 4 DAYS,’ and the proposal open till date is XXX-09-22, the expiration reminder will be sent on XXX-09-18.

  1. You will need a cron job configured for this feature.
  2. Expiration reminders will be sent only for proposals with the status OPEN and SENT.

How do you send a proposal to a customer or lead?

We assume that you have already created the proposal. Click on the mail icon on the right side and a popup with the preview email template will be shown.

You can include the proposal link inside the email template and let your customer view it without logging in. This is also useful for leads.

After you send the proposal, a lead/customer can open it and take actions such as accepting, declining, or making comments. The creator of the proposal and the assigned sales agent will receive notifications in the CRM and via email when the customer comments or accepts/declines the proposal.

image26

How do you convert a proposal to an invoice or estimate in our CRM system?

  1. Navigate to the table and select the desired proposal.
  2. On the right side of the screen, a “Convert” button will appear. Click on this button.

  1. A menu will appear, prompting you to choose between “Estimate” or “Invoice.”
  2. Once you’ve made your selection, a popup will display with a preview of the information. Additionally, parsed items will be automatically inserted into the estimate or invoice.
  3. Review the information in the popup to ensure accuracy. If you’re satisfied with the result, click “Save.”
  4. After the conversion, the proposal will be automatically marked as accepted if it is not already marked as such.
  5. Note: If the proposal is associated with a lead that has not been converted to a client, you must first convert the lead to a client. Afterward, return to the proposal and proceed with the conversion to an estimate or invoice.

How to create a proposal in Saptivo CRM?

From the main menu, navigate to Sales -> Proposals, and on the top left side, click the ‘Create Proposal’ button.

You can create a proposal for a lead or a customer.

  1. Choose ‘Related to Lead’ or ‘Customer.’
  2. Select the lead or customer it is related to. On the right side, the found information will be auto-filled, and you can adjust it according to your needs.
  3. Status – By default, the draft status will be auto-selected. Note that proposals with draft status are not visible to customers. The ‘Open’ status means that it is open for the customer to take actions, e.g., accept or decline the proposal.
  4. Open Till – The date when the proposal will stay open, and the user can take actions (Accept/Decline). Go to Setup -> Settings -> Finance -> Proposal to set ‘Proposal due after’ to auto-populate this field.
  5. Currency – When creating a proposal for a lead, you can add any currency you need. Otherwise, if you are creating a proposal for a customer, the system-based currency will be used, or the customer’s currency.
  6. Allow Comments – If this field is unchecked, the user won’t be able to comment on the proposal (e.g., negotiate with price, etc.).

Save the proposal to add proposal content.

Add Proposal Content:

You can add proposal content directly from the admin area while previewing the proposal.

After saving/creating the proposal, you will be redirected to the preview area where you can add content.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

Table Of Content

How to create a proposal template in the Saptivo CRM system?

To simplify the proposal creation process in saptivo CRM, you can create predefined HTML templates that can be used every time a proposal is created.

Create Proposal Template:

To create a proposal template while viewing the contract, follow these steps:

  1. Click on the Templates tab.
  2. Click on ‘Add Template.’
  3. Enter the Template title for easy recognition.
  4. Use the editor to add predefined template content.
  5. Click ‘Save.'”

image36

Insert Template:

Once you have created the template, you will be able to use and insert it into the editor content easily.

While on the Templates tab, for the template you want to insert, click the ‘Insert’ button. The template content will be automatically injected into the proposal editor.

You can send expiration reminders to the lead/customer assigned to this proposal. An email will be sent to the proposal email address added while you created/edited the proposal.

image43

How to set up and manage proposal expiration reminders?

To configure email expiration reminders navigate to Setup->Settings->CRON job

  1. Set ‘Send expiration reminder’ to YES.
  2. Set the expiration reminder ‘before’ in days. For example, if set to ‘BEFORE 4 DAYS,’ and the proposal open till date is XXX-09-22, the expiration reminder will be sent on XXX-09-18.

  1. You will need a cron job configured for this feature.
  2. Expiration reminders will be sent only for proposals with the status OPEN and SENT.

How do you send a proposal to a customer or lead?

We assume that you have already created the proposal. Click on the mail icon on the right side and a popup with the preview email template will be shown.

You can include the proposal link inside the email template and let your customer view it without logging in. This is also useful for leads.

After you send the proposal, a lead/customer can open it and take actions such as accepting, declining, or making comments. The creator of the proposal and the assigned sales agent will receive notifications in the CRM and via email when the customer comments or accepts/declines the proposal.

image26

How do you convert a proposal to an invoice or estimate in our CRM system?

  1. Navigate to the table and select the desired proposal.
  2. On the right side of the screen, a “Convert” button will appear. Click on this button.

  1. A menu will appear, prompting you to choose between “Estimate” or “Invoice.”
  2. Once you’ve made your selection, a popup will display with a preview of the information. Additionally, parsed items will be automatically inserted into the estimate or invoice.
  3. Review the information in the popup to ensure accuracy. If you’re satisfied with the result, click “Save.”
  4. After the conversion, the proposal will be automatically marked as accepted if it is not already marked as such.
  5. Note: If the proposal is associated with a lead that has not been converted to a client, you must first convert the lead to a client. Afterward, return to the proposal and proceed with the conversion to an estimate or invoice.

How to create a proposal in Saptivo CRM?

From the main menu, navigate to Sales -> Proposals, and on the top left side, click the ‘Create Proposal’ button.

You can create a proposal for a lead or a customer.

  1. Choose ‘Related to Lead’ or ‘Customer.’
  2. Select the lead or customer it is related to. On the right side, the found information will be auto-filled, and you can adjust it according to your needs.
  3. Status – By default, the draft status will be auto-selected. Note that proposals with draft status are not visible to customers. The ‘Open’ status means that it is open for the customer to take actions, e.g., accept or decline the proposal.
  4. Open Till – The date when the proposal will stay open, and the user can take actions (Accept/Decline). Go to Setup -> Settings -> Finance -> Proposal to set ‘Proposal due after’ to auto-populate this field.
  5. Currency – When creating a proposal for a lead, you can add any currency you need. Otherwise, if you are creating a proposal for a customer, the system-based currency will be used, or the customer’s currency.
  6. Allow Comments – If this field is unchecked, the user won’t be able to comment on the proposal (e.g., negotiate with price, etc.).

Save the proposal to add proposal content.

Add Proposal Content:

You can add proposal content directly from the admin area while previewing the proposal.

After saving/creating the proposal, you will be redirected to the preview area where you can add content.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

Table Of Content

How do I merge invoices in the Saptivo CRM system?

Merging invoices is a feature in Saptivo CRM that allows you to combine/include already created invoices into one invoice by transferring all the invoice information to a new invoice. This feature is useful when your customer has other unpaid invoices, but you need to create an additional invoice for the customer, and you want to prevent them from paying multiple invoices. In this case, your customer will only need to pay one consolidated invoice.

To check if there are available invoices to be merged, you can find this information in different places:

  • 1. When creating a new invoice: Available invoices to merge are displayed after selecting a customer. The system will check if there are invoices that can be merged into the one you are creating for the selected customer.
  • 2. When previewing an existing invoice from the admin area: Available invoices will be shown at the top, and you can click on the edit button to take the necessary action.
  • 3. When editing an existing invoice: Available invoices for merging are displayed immediately after entering the edit invoice area.

It’s important to note that you can only merge invoices with the following statuses: Unpaid, Overdue, and Draft. For example, if the invoice you are editing has a status of Partially Paid, you won’t be able to merge existing invoices into it unless they also have a status of Unpaid, Overdue, or Draft.

To merge invoices, when you create or edit an invoice, a message will appear at the top indicating if there are invoices available for merging

You can merge multiple invoices by selecting the checkbox on the left side of the invoice number.

Once the checkbox is selected, the invoice items will be automatically added to your existing invoice that you are currently creating or editing.

Additionally, you have the option to mark the merged invoices as canceled instead of deleting them. This is important because merging invoices may create gaps in invoice numbers. If you prefer not to have gaps in your invoice history, avoid merging invoices. Alternatively, you can manually adjust invoice numbers to fill any gaps.

Cancelled invoices are excluded from reports, and overdue reminders are disabled.

How can you configure automatic invoice overdue notices in our CRM system? 

You can send invoice overdue notices either manually or automatically using a cron job.

For automatic overdue notices:

  • 1. Navigate to Setup -> Settings -> Cron Job -> Invoices.
  •  
  • 2. Set up automatic overdue notices by adjusting the field ‘Automatically send a 3 reminder after.’ If you want to send the notice the same day the invoice is overdue, set it to 0; otherwise, adjust it according to your preferences.
  •  
  • 3. The second field pertains to resending overdue notices based on the last notice date. To disable resending, set this field to 0.

The automatic sending of overdue notices will occur at a specific hour, based on he ‘Hour of day to perform automatic operations’ value set in Setup -> Settings -> Cron Job -> Invoices.

How can you record an invoice payment in our CRM system?

While viewing the invoice from the admin area, click on the ‘+ Payment’ button to record a new invoice payment. After clicking on the button, a new view will be displayed, including the ‘Record Payment’ form

 

Keep in mind that the ‘+ Payment’ button will be shown only if the user has permissions for payment creation. Additionally, this button may be disabled if the invoice has a status of ‘Paid’ or ‘Cancelled.

  1. Amount Received – This is the total amount paid for the invoice, automatically populated based on the invoice due amount.
  2. Payment Date – Choose the date for the payment; the default is the current date.
  3. Payment Mode – Select one of the available payment modes for this invoice. If the preferred payment mode is not listed, click here to learn more.
  4. Additionally, you can include a payment note.
  5. ‘Do not send invoice payment recorded email to customer contacts’ – If checked, no email will be sent to customer contacts notifying them of the recorded payment for this invoice. To disable this option, deactivate the email template in Setup -> Settings -> Invoice Payment Recorded (Sent to customer contacts). After disabling the template, this field won’t be shown, and no email will be sent to the customer.
  6. Click ‘Save.’

After recording the payment, the invoice status will automatically update based on the total amount. If the full amount is recorded, the status will change to ‘Paid’; otherwise, it will be updated to ‘Partially Paid.

Email Sent to Staff:

Furthermore, the system will send another email (‘Invoice Payment Recorded (Sent to staff)’) to the invoice sale agent and invoice creator. This email will also be sent when the customer pays the invoice online via an online payment gateway.

Please note that if the payment is recorded via the admin area by a staff member (currently logged in), this staff member won’t receive an email.

How to send an invoice as an email in our CRM system?

Saptivo has the option to send this invoice to a related customer. Additionally, the PDF invoice will be attached to the email. If you do not want to attach the PDF invoice, simply uncheck the checkbox ‘Attach Invoice PDF.

After sending the invoice to the customer, if you need to resend the invoice, there will be another email content. Since the initial invoice has already been sent, the customer may request the invoice again, and in all cases, this content will be different. To edit the email content for sending the invoice to your customer for the second time, go to Setup -> Email Templates -> Invoice Already Sent to Client.

By default, all contacts with enabled email notifications for invoices will be selected, and you can adjust this based on your needs.

When the cron job attempts to send the invoice (e.g., for expiration reminders), emails will be sent to all contacts with enabled email notifications for invoices.

How to set up a recurring invoice in the Saptivo CRM system?

Settings

Navigate to the Settings Menu -> Settings -> Cron Job.

Create a new invoice from the main recurring invoice only if the main invoice is with status paid.

  • If set to No and the recurring invoice is not with a paid status, the new invoice won’t be created.

Hour of day to perform automatic operations (24-hour format, e.g., 9 for 9 am or 15 for 3 pm):

  • The invoice will be re-created at a specific time of the day, based on the hour configured in this option.
  • For example, if the invoice should be re-created on the 1st of May, and you set the hour as 09, the invoice will be re-created on the 1st of May at 9 AM.

Action to take after the invoice is re-created:

  • Generate and auto send the renewed invoice to the customer. (Note: Customer contacts must have configured email notifications for invoices to receive the email.)
  • Generate an Unpaid Invoice.
  • Generate a Draft Invoice.

            Create a recurring invoice.

When you add/edit an invoice, you have the option to set this invoice to be recurring.

This means that the invoice will be re-created automatically based on your setup for a recurring invoice (every X months). Recurring options range from 1 month to 12 months, or you can select custom to fit your needs.

How are the recurring days calculated?

The date when the invoice needs to be re-created (renewed) is calculated from the invoice date.

The dates in the examples are shown in Y-m-d format.

  • Example 1:
    • Invoice date is XXXX-08-17.
    • Recurring is every 1 month.
    • The invoice will be re-created (renewed) on XXXX-09-17.
  • Example 2:
    • Invoice date is XXXX-03-01.
    • Recurring is every month.
    • The invoice will be re-created (renewed) on XXXX-04-01.

When the invoices are generated from this invoice, you will have an overview of which invoices are generated from this invoice at the ‘Child Invoices’ tab.

How to create an invoice in our CRM system?

To create a new invoice, go to Sales -> Invoices and click on the ‘Create new invoice’ button.

Select a customer. When choosing a client, the customer information will be fetched directly from the customer’s profile. Another option is to click on the edit icon and directly add the desired customer information. This also applies to billing information, which is fetched when selecting a customer.

NOTE: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and click on the edit icon, this will be changed for the invoice, but in the customer profile, the information will remain the same.

Allowed payment modes for this invoice – Select the allowed payment modes for the invoice you are creating. If your customers pay online using saptivo CRM payment gateways, they will be visible in the invoice HTML area and when recording payment for the invoice from the admin area.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer you chose previously in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

INVOICE Number – The number is automatically populated, e.g., 00012, and the next will be 00013.

This number is fetched from Setup->Settings->Finance->Invoice– Next Number; the number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Invoice.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

You can set up terms directly in the invoice, or you can use predefined terms that will be auto-populated. To set up predefined terms, go to Setup -> Settings -> Finance -> Invoice, scroll down, and populate the fields as they fit your needs.

Sales Agent – You can select a sales agent for this invoice and generate reports in Reports -> Sales -> Invoices Report. Note that the full name of the sales agent will be shown on the invoice if, in Setup -> Settings -> Finance -> Invoice -> ‘Show sales agent on invoice’ is set to ‘yes’, see picture.

You can add invoice items; when adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each invoice, and changing the item information in Sales -> Items won’t affect the already created invoices with specific item/s.

Admin notes are only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

Click ‘Save.’

While editing/creating the invoice, the adjustment option is always available if you want to +/- the total amount.

How to Export Customers’ Invoices/Estimates/Payments to ZIP?

Go to the customer profile and click on the tab you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file

Table Of Content

How to link an estimate to a project in the Saptivo CRM system?

  1. Go to Menu -> Sales -> Estimates and click ‘Create New Estimate.’
  2. Select a customer.
  3. A drop-down with projects will be shown below the customer select field (if no projects are associated with the selected customer, the dropdown with projects won’t be shown).
  4. Select the project.
  5. Configure the estimate to fit your needs.
  6. Save the estimate.

Navigate to the project area and click on the tab ‘Sales -> Estimates.’ You will be able to see the newly created estimate associated with your selected project.

How to send an estimate to an email in the CRM system?

Saptivo has the option to send this estimate to the related customer. Also, the PDF estimate will be attached to the email. If you do not want to attach the PDF estimate, simply uncheck the checkbox ‘Attach Estimate PDF.

After sending the estimate to the customer, if you want to send it again, there will be another email content. Because the initial estimate has already been sent, the customer may want the estimate again, and in all cases, this content will be different. Go to Setup -> Email Templates -> Estimate Already Sent to Client to edit the email content when sending the estimate to your customer for the second time.

By default, all contacts with permission for estimates will be selected, and you can adjust this to your needs

How to convert an estimate to an invoice in the Saptivo CRM system? 

You can easily convert the estimate to an invoice from the admin area.

Open the estimate you want to convert, and on the right side, click ‘Convert to Invoice.

How to create a new estimate in our CRM system?

To create a new estimate, go to Sales -> Estimates -> Create New Estimate or click on the Build icon on the top left side and select Create Estimate.

Client – Before selecting a client, you must have added clients in Customers -> New Customer. When selecting a customer, the customer information will be fetched directly from the customer profile you created. Alternatively, you can click on the edit icon and directly add the desired customer information; this also applies to billing information, which is fetched when selecting a customer.

Note: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and clicking on the edit icon, this will be changed for the estimate, but in the customer profile, the information will remain the same, and there won’t be any changes in the invoice.

Number – The number is automatically populated (e.g., 001, and the next will be 002). This number is fetched from Setup->Settings->Finance->Estimates – Next Number. The number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Estimates.

Status – By default, the draft status will be selected, and you can change the status anytime you want. Note that when you send the estimate to your customer, the status will be changed automatically to SENT.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

Sale Agent – You can select a sales agent for this estimate and then generate reports in Reports -> Sales -> Estimate Report. Note that the sales agent’s full name will be shown on the estimate if, in Setup -> Settings -> Finance -> Estimates -> ‘Show sales agent on estimate’ is set to ‘yes.’

Estimate Add New Item:

You can add estimate items. When adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each estimate, and changing the item information in Sales -> Items won’t affect the already created estimates with specific items.

Admin note is only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML estimate and PDF estimate.

You can set up terms directly in the estimate, or you can have predefined terms that will be auto-populated. To set up predefined terms and conditions, navigate to Setup -> Settings -> Finance -> Estimate, scroll down, and you can populate the fields as it fits your needs.

Click submit to save the estimate.

While editing/creating an estimate the adjustment option is always available if you want to +- the total amount

How to convert a proposal to an invoice in the CRM system?

To convert a proposal to an invoice or estimate, select the proposal from the table, and on the right side, a ‘Convert’ button will be shown.

Click on the button and choose Estimate or Invoice. After you choose, a popup will be shown with the preview info, including the parsed items that are auto-inserted into the estimate/invoice.

When you are satisfied with the result, click ‘Save.’

After converting, the proposal will be automatically marked as accepted (if it is not already marked as Accepted).

If the proposal is related to some lead that is not converted to a client, you will need to convert the lead to a client first and then return here to convert the proposal to an estimate or invoice.

How do you export customer invoices, estimates, and payments to a ZIP file in CRM?

Go to the customer profile and click on the tab where you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file.

You can choose a start and end date, the date is based on the invoice/estimate/payment date

Table Of Content

How to create a proposal template in the Saptivo CRM system?

To simplify the proposal creation process in saptivo CRM, you can create predefined HTML templates that can be used every time a proposal is created.

Create Proposal Template:

To create a proposal template while viewing the contract, follow these steps:

  1. Click on the Templates tab.
  2. Click on ‘Add Template.’
  3. Enter the Template title for easy recognition.
  4. Use the editor to add predefined template content.
  5. Click ‘Save.'”

Insert Template:

Once you have created the template, you will be able to use and insert it into the editor content easily.

While on the Templates tab, for the template you want to insert, click the ‘Insert’ button. The template content will be automatically injected into the proposal editor.

You can send expiration reminders to the lead/customer assigned to this proposal. An email will be sent to the proposal email address added while you created/edited the proposal.

How to set up and manage proposal expiration reminders?

To configure email expiration reminders navigate to Setup->Settings->CRON job

  1. Set ‘Send expiration reminder’ to YES.
  2. Set the expiration reminder ‘before’ in days. For example, if set to ‘BEFORE 4 DAYS,’ and the proposal open till date is XXX-09-22, the expiration reminder will be sent on XXX-09-18.

  1. You will need a cron job configured for this feature.
  2. Expiration reminders will be sent only for proposals with the status OPEN and SENT.

How do you send a proposal to a customer or lead?

We assume that you have already created the proposal. Click on the mail icon on the right side and a popup with the preview email template will be shown.

You can include the proposal link inside the email template and let your customer view it without logging in. This is also useful for leads.

After you send the proposal, a lead/customer can open it and take actions such as accepting, declining, or making comments. The creator of the proposal and the assigned sales agent will receive notifications in the CRM and via email when the customer comments or accepts/declines the proposal.

How do you convert a proposal to an invoice or estimate in our CRM system?

  1. Navigate to the table and select the desired proposal.
  2. On the right side of the screen, a “Convert” button will appear. Click on this button.

  1. A menu will appear, prompting you to choose between “Estimate” or “Invoice.”
  2. Once you’ve made your selection, a popup will display with a preview of the information. Additionally, parsed items will be automatically inserted into the estimate or invoice.
  3. Review the information in the popup to ensure accuracy. If you’re satisfied with the result, click “Save.”
  4. After the conversion, the proposal will be automatically marked as accepted if it is not already marked as such.
  5. Note: If the proposal is associated with a lead that has not been converted to a client, you must first convert the lead to a client. Afterward, return to the proposal and proceed with the conversion to an estimate or invoice.

How to create a proposal in Saptivo CRM?

From the main menu, navigate to Sales -> Proposals, and on the top left side, click the ‘Create Proposal’ button.

You can create a proposal for a lead or a customer.

  1. Choose ‘Related to Lead’ or ‘Customer.’
  2. Select the lead or customer it is related to. On the right side, the found information will be auto-filled, and you can adjust it according to your needs.
  3. Status – By default, the draft status will be auto-selected. Note that proposals with draft status are not visible to customers. The ‘Open’ status means that it is open for the customer to take actions, e.g., accept or decline the proposal.
  4. Open Till – The date when the proposal will stay open, and the user can take actions (Accept/Decline). Go to Setup -> Settings -> Finance -> Proposal to set ‘Proposal due after’ to auto-populate this field.
  5. Currency – When creating a proposal for a lead, you can add any currency you need. Otherwise, if you are creating a proposal for a customer, the system-based currency will be used, or the customer’s currency.
  6. Allow Comments – If this field is unchecked, the user won’t be able to comment on the proposal (e.g., negotiate with price, etc.).

Save the proposal to add proposal content.

Add Proposal Content:

You can add proposal content directly from the admin area while previewing the proposal.

After saving/creating the proposal, you will be redirected to the preview area where you can add content.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

By default, the proposal content will include only a merge field {proposal_items}. This merge field will display the proposal items, for example, in PDF format or when a customer is viewing the proposal in the HTML area.

If you wish to include additional content, simply click in the editor and start typing.

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Table Of Content

How do I merge invoices in the Saptivo CRM system?

Merging invoices is a feature in Saptivo CRM that allows you to combine/include already created invoices into one invoice by transferring all the invoice information to a new invoice. This feature is useful when your customer has other unpaid invoices, but you need to create an additional invoice for the customer, and you want to prevent them from paying multiple invoices. In this case, your customer will only need to pay one consolidated invoice.

To check if there are available invoices to be merged, you can find this information in different places:

  • 1. When creating a new invoice: Available invoices to merge are displayed after selecting a customer. The system will check if there are invoices that can be merged into the one you are creating for the selected customer.
  • 2. When previewing an existing invoice from the admin area: Available invoices will be shown at the top, and you can click on the edit button to take the necessary action.
  • 3. When editing an existing invoice: Available invoices for merging are displayed immediately after entering the edit invoice area.

It’s important to note that you can only merge invoices with the following statuses: Unpaid, Overdue, and Draft. For example, if the invoice you are editing has a status of Partially Paid, you won’t be able to merge existing invoices into it unless they also have a status of Unpaid, Overdue, or Draft.

To merge invoices, when you create or edit an invoice, a message will appear at the top indicating if there are invoices available for merging

image45

You can merge multiple invoices by selecting the checkbox on the left side of the invoice number.Once the checkbox is selected, the invoice items will be automatically added to your existing invoice that you are currently creating or editing.

Additionally, you have the option to mark the merged invoices as canceled instead of deleting them. This is important because merging invoices may create gaps in invoice numbers. If you prefer not to have gaps in your invoice history, avoid merging invoices. Alternatively, you can manually adjust invoice numbers to fill any gaps.Cancelled invoices are excluded from reports, and overdue reminders are disabled.

How can you configure automatic invoice overdue notices in our CRM system? 

  • You can send invoice overdue notices either manually or automatically using a cron job.

    For automatic overdue notices:

    •  Navigate to Setup -> Settings -> Cron Job -> Invoices.
  •  Set up automatic overdue notices by adjusting the field ‘Automatically send a 3 reminder after.’ If you want to send the notice the same day the invoice is overdue, set it to 0; otherwise, adjust it according to your preferences.
  • The second field pertains to resending overdue notices based on the last notice date. To disable resending, set this field to 0.

The automatic sending of overdue notices will occur at a specific hour, based on he ‘Hour of day to perform automatic operations’ value set in Setup -> Settings -> Cron Job -> Invoices.

How can you record an invoice payment in our CRM system?

While viewing the invoice from the admin area, click on the ‘+ Payment’ button to record a new invoice payment. After clicking on the button, a new view will be displayed, including the ‘Record Payment’ form

 

Keep in mind that the ‘+ Payment’ button will be shown only if the user has permissions for payment creation. Additionally, this button may be disabled if the invoice has a status of ‘Paid’ or ‘Cancelled.

  1. Amount Received – This is the total amount paid for the invoice, automatically populated based on the invoice due amount.
  2. Payment Date – Choose the date for the payment; the default is the current date.
  3. Payment Mode – Select one of the available payment modes for this invoice. If the preferred payment mode is not listed, click here to learn more.
  4. Additionally, you can include a payment note.
  5. ‘Do not send invoice payment recorded email to customer contacts’ – If checked, no email will be sent to customer contacts notifying them of the recorded payment for this invoice. To disable this option, deactivate the email template in Setup -> Settings -> Invoice Payment Recorded (Sent to customer contacts). After disabling the template, this field won’t be shown, and no email will be sent to the customer.
  6. Click ‘Save.’

 

After recording the payment, the invoice status will automatically update based on the total amount. If the full amount is recorded, the status will change to ‘Paid’; otherwise, it will be updated to ‘Partially Paid.

Email Sent to Staff:

Furthermore, the system will send another email (‘Invoice Payment Recorded (Sent to staff)’) to the invoice sale agent and invoice creator. This email will also be sent when the customer pays the invoice online via an online payment gateway. Please note that if the payment is recorded via the admin area by a staff member (currently logged in), this staff member won’t receive an email.

How to send an invoice as an email in our CRM system?

Saptivo has the option to send this invoice to a related customer. Additionally, the PDF invoice will be attached to the email. If you do not want to attach the PDF invoice, simply uncheck the checkbox ‘Attach Invoice PDF.

After sending the invoice to the customer, if you need to resend the invoice, there will be another email content. Since the initial invoice has already been sent, the customer may request the invoice again, and in all cases, this content will be different. To edit the email content for sending the invoice to your customer for the second time, go to Setup -> Email Templates -> Invoice Already Sent to Client.

By default, all contacts with enabled email notifications for invoices will be selected, and you can adjust this based on your needs.

When the cron job attempts to send the invoice (e.g., for expiration reminders), emails will be sent to all contacts with enabled email notifications for invoices.

How to set up a recurring invoice in the Saptivo CRM system?

Settings

Navigate to the Settings Menu -> Settings -> Cron Job.

Create a new invoice from the main recurring invoice only if the main invoice is with status paid.

  • If set to No and the recurring invoice is not with a paid status, the new invoice won’t be created.

Hour of day to perform automatic operations (24-hour format, e.g., 9 for 9 am or 15 for 3 pm):

  • The invoice will be re-created at a specific time of the day, based on the hour configured in this option.
  • For example, if the invoice should be re-created on the 1st of May, and you set the hour as 09, the invoice will be re-created on the 1st of May at 9 AM.

Action to take after the invoice is re-created:

  • Generate and auto send the renewed invoice to the customer. (Note: Customer contacts must have configured email notifications for invoices to receive the email.)
  • Generate an Unpaid Invoice.
  • Generate a Draft Invoice.

            Create a recurring invoice.

When you add/edit an invoice, you have the option to set this invoice to be recurring.

This means that the invoice will be re-created automatically based on your setup for a recurring invoice (every X months). Recurring options range from 1 month to 12 months, or you can select custom to fit your needs.

How are the recurring days calculated?

The date when the invoice needs to be re-created (renewed) is calculated from the invoice date.

The dates in the examples are shown in Y-m-d format.

  • Example 1:
    • Invoice date is XXXX-08-17.
    • Recurring is every 1 month.
    • The invoice will be re-created (renewed) on XXXX-09-17.
  • Example 2:
    • Invoice date is XXXX-03-01.
    • Recurring is every month.
    • The invoice will be re-created (renewed) on XXXX-04-01.

When the invoices are generated from this invoice, you will have an overview of which invoices are generated from this invoice at the ‘Child Invoices’ tab.

How to create an invoice in our CRM system?

To create a new invoice, go to Sales -> Invoices and click on the ‘Create new invoice’ button.

Select a customer. When choosing a client, the customer information will be fetched directly from the customer’s profile. Another option is to click on the edit icon and directly add the desired customer information. This also applies to billing information, which is fetched when selecting a customer.

NOTE: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and click on the edit icon, this will be changed for the invoice, but in the customer profile, the information will remain the same.

image12

Allowed payment modes for this invoice – Select the allowed payment modes for the invoice you are creating. If your customers pay online using saptivo CRM payment gateways, they will be visible in the invoice HTML area and when recording payment for the invoice from the admin area.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer you chose previously in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

INVOICE Number – The number is automatically populated, e.g., 00012, and the next will be 00013.

This number is fetched from Setup->Settings->Finance->Invoice– Next Number; the number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Invoice.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

You can set up terms directly in the invoice, or you can use predefined terms that will be auto-populated. To set up predefined terms, go to Setup -> Settings -> Finance -> Invoice, scroll down, and populate the fields as they fit your needs.

Sales Agent – You can select a sales agent for this invoice and generate reports in Reports -> Sales -> Invoices Report. Note that the full name of the sales agent will be shown on the invoice if, in Setup -> Settings -> Finance -> Invoice -> ‘Show sales agent on invoice’ is set to ‘yes’, see picture.

You can add invoice items; when adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each invoice, and changing the item information in Sales -> Items won’t affect the already created invoices with specific item/s.

Admin notes are only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

Click ‘Save.’

While editing/creating the invoice, the adjustment option is always available if you want to +/- the total amount.

How to Export Customers’ Invoices/Estimates/Payments to ZIP?

Go to the customer profile and click on the tab you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file

Table Of Content

How do I merge invoices in the Saptivo CRM system?

Merging invoices is a feature in Saptivo CRM that allows you to combine/include already created invoices into one invoice by transferring all the invoice information to a new invoice. This feature is useful when your customer has other unpaid invoices, but you need to create an additional invoice for the customer, and you want to prevent them from paying multiple invoices. In this case, your customer will only need to pay one consolidated invoice.

To check if there are available invoices to be merged, you can find this information in different places:

  • 1. When creating a new invoice: Available invoices to merge are displayed after selecting a customer. The system will check if there are invoices that can be merged into the one you are creating for the selected customer.
  • 2. When previewing an existing invoice from the admin area: Available invoices will be shown at the top, and you can click on the edit button to take the necessary action.
  • 3. When editing an existing invoice: Available invoices for merging are displayed immediately after entering the edit invoice area.

It’s important to note that you can only merge invoices with the following statuses: Unpaid, Overdue, and Draft. For example, if the invoice you are editing has a status of Partially Paid, you won’t be able to merge existing invoices into it unless they also have a status of Unpaid, Overdue, or Draft.

To merge invoices, when you create or edit an invoice, a message will appear at the top indicating if there are invoices available for merging

You can merge multiple invoices by selecting the checkbox on the left side of the invoice number.

Once the checkbox is selected, the invoice items will be automatically added to your existing invoice that you are currently creating or editing.

Additionally, you have the option to mark the merged invoices as canceled instead of deleting them. This is important because merging invoices may create gaps in invoice numbers. If you prefer not to have gaps in your invoice history, avoid merging invoices. Alternatively, you can manually adjust invoice numbers to fill any gaps.

Cancelled invoices are excluded from reports, and overdue reminders are disabled.

How can you configure automatic invoice overdue notices in our CRM system?

You can send invoice overdue notices either manually or automatically using a cron job.

For automatic overdue notices:

  • 1. Navigate to Setup -> Settings -> Cron Job -> Invoices.
  • 2. Set up automatic overdue notices by adjusting the field ‘Automatically send a 3 reminder after.’ If you want to send the notice the same day the invoice is overdue, set it to 0; otherwise, adjust it according to your preferences.
  • 3. The second field pertains to resending overdue notices based on the last notice date. To disable resending, set this field to 0.

The automatic sending of overdue notices will occur at a specific hour, based on he ‘Hour of day to perform automatic operations’ value set in Setup -> Settings -> Cron Job -> Invoices.

How can you record an invoice payment in our CRM system?

While viewing the invoice from the admin area, click on the ‘+ Payment’ button to record a new invoice payment. After clicking on the button, a new view will be displayed, including the ‘Record Payment’ form

 

Keep in mind that the ‘+ Payment’ button will be shown only if the user has permissions for payment creation. Additionally, this button may be disabled if the invoice has a status of ‘Paid’ or ‘Cancelled.

  • Amount Received – This is the total amount paid for the invoice, automatically populated based on the invoice due amount.
  • Payment Date – Choose the date for the payment; the default is the current date.
  • Payment Mode – Select one of the available payment modes for this invoice. If the preferred payment mode is not listed, click here to learn more.
  • Additionally, you can include a payment note.
  • ‘Do not send invoice payment recorded email to customer contacts’ – If checked, no email will be sent to customer contacts notifying them of the recorded payment for this invoice. To disable this option,

 

  • deactivate the email template in Setup -> Settings -> Invoice Payment Recorded (Sent to customer contacts). After disabling the template, this field won’t be shown, and no email will be sent to the customer.
  • Click ‘Save.’

After recording the payment, the invoice status will automatically update based on the total amount. If the full amount is recorded, the status will change to ‘Paid’; otherwise, it will be updated to ‘Partially Paid.

Email Sent to Staff:

Furthermore, the system will send another email (‘Invoice Payment Recorded (Sent to staff)’) to the invoice sale agent and invoice creator. This email will also be sent when the customer pays the invoice online via an online payment gateway.

Please note that if the payment is recorded via the admin area by a staff member (currently logged in), this staff member won’t receive an email.

How to send an invoice as an email in our CRM system?

Saptivo has the option to send this invoice to a related customer. Additionally, the PDF invoice will be attached to the email. If you do not want to attach the PDF invoice, simply uncheck the checkbox ‘Attach Invoice PDF.

After sending the invoice to the customer, if you need to resend the invoice, there will be another email content. Since the initial invoice has already been sent, the customer may request the invoice again, and in all cases, this content will be different. To edit the email content for sending the invoice to your customer for the second time, go to Setup -> Email Templates -> Invoice Already Sent to Client.

By default, all contacts with enabled email notifications for invoices will be selected, and you can adjust this based on your needs.

When the cron job attempts to send the invoice (e.g., for expiration reminders), emails will be sent to all contacts with enabled email notifications for invoices.

How to set up a recurring invoice in the Saptivo CRM system?

Settings

Navigate to the Settings Menu -> Settings -> Cron Job.

Create a new invoice from the main recurring invoice only if the main invoice is with status paid.

  • If set to No and the recurring invoice is not with a paid status, the new invoice won’t be created.

Hour of day to perform automatic operations (24-hour format, e.g., 9 for 9 am or 15 for 3 pm):

  • The invoice will be re-created at a specific time of the day, based on the hour configured in this option.
  • For example, if the invoice should be re-created on the 1st of May, and you set the hour as 09, the invoice will be re-created on the 1st of May at 9 AM.

Action to take after the invoice is re-created:

  • Generate and auto send the renewed invoice to the customer. (Note: Customer contacts must have configured email notifications for invoices to receive the email.)
  • Generate an Unpaid Invoice.
  • Generate a Draft Invoice.

            Create a recurring invoice.

When you add/edit an invoice, you have the option to set this invoice to be recurring.

This means that the invoice will be re-created automatically based on your setup for a recurring invoice (every X months). Recurring options range from 1 month to 12 months, or you can select custom to fit your needs.

How are the recurring days calculated?

The date when the invoice needs to be re-created (renewed) is calculated from the invoice date.

The dates in the examples are shown in Y-m-d format.

  • Example 1:
    • Invoice date is XXXX-08-17.
    • Recurring is every 1 month.
    • The invoice will be re-created (renewed) on XXXX-09-17.
  • Example 2:
    • Invoice date is XXXX-03-01.
    • Recurring is every month.
    • The invoice will be re-created (renewed) on XXXX-04-01.

When the invoices are generated from this invoice, you will have an overview of which invoices are generated from this invoice at the ‘Child Invoices’ tab.

How to create an invoice in our CRM system?

To create a new invoice, go to Sales -> Invoices and click on the ‘Create new invoice’ button.

Select a customer. When choosing a client, the customer information will be fetched directly from the customer’s profile. Another option is to click on the edit icon and directly add the desired customer information. This also applies to billing information, which is fetched when selecting a customer.

NOTE: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and click on the edit icon, this will be changed for the invoice, but in the customer profile, the information will remain the same.

Allowed payment modes for this invoice – Select the allowed payment modes for the invoice you are creating. If your customers pay online using saptivo CRM payment gateways, they will be visible in the invoice HTML area and when recording payment for the invoice from the admin area.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer you chose previously in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

INVOICE Number – The number is automatically populated, e.g., 00012, and the next will be 00013.

This number is fetched from Setup->Settings->Finance->Invoice– Next Number; the number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Invoice.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

You can set up terms directly in the invoice, or you can use predefined terms that will be auto-populated. To set up predefined terms, go to Setup -> Settings -> Finance -> Invoice, scroll down, and populate the fields as they fit your needs.

Sales Agent – You can select a sales agent for this invoice and generate reports in Reports -> Sales -> Invoices Report. Note that the full name of the sales agent will be shown on the invoice if, in Setup -> Settings -> Finance -> Invoice -> ‘Show sales agent on invoice’ is set to ‘yes’, see picture.

You can add invoice items; when adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each invoice, and changing the item information in Sales -> Items won’t affect the already created invoices with specific item/s.

Admin notes are only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

Click ‘Save.’

While editing/creating the invoice, the adjustment option is always available if you want to +/- the total amount.

How to Export Customers’ Invoices/Estimates/Payments to ZIP?

Go to the customer profile and click on the tab you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file

You can choose a start and end date, the date is based on the invoice/estimate/payment date

Table Of Content

How do I merge invoices in the Saptivo CRM system?

Merging invoices is a feature in Saptivo CRM that allows you to combine/include already created invoices into one invoice by transferring all the invoice information to a new invoice. This feature is useful when your customer has other unpaid invoices, but you need to create an additional invoice for the customer, and you want to prevent them from paying multiple invoices. In this case, your customer will only need to pay one consolidated invoice.

To check if there are available invoices to be merged, you can find this information in different places:

  • 1. When creating a new invoice: Available invoices to merge are displayed after selecting a customer. The system will check if there are invoices that can be merged into the one you are creating for the selected customer.
  • 2. When previewing an existing invoice from the admin area: Available invoices will be shown at the top, and you can click on the edit button to take the necessary action.
  • 3. When editing an existing invoice: Available invoices for merging are displayed immediately after entering the edit invoice area.

It’s important to note that you can only merge invoices with the following statuses: Unpaid, Overdue, and Draft. For example, if the invoice you are editing has a status of Partially Paid, you won’t be able to merge existing invoices into it unless they also have a status of Unpaid, Overdue, or Draft.

To merge invoices, when you create or edit an invoice, a message will appear at the top indicating if there are invoices available for merging

You can merge multiple invoices by selecting the checkbox on the left side of the invoice number.

Once the checkbox is selected, the invoice items will be automatically added to your existing invoice that you are currently creating or editing.

Additionally, you have the option to mark the merged invoices as canceled instead of deleting them. This is important because merging invoices may create gaps in invoice numbers. If you prefer not to have gaps in your invoice history, avoid merging invoices. Alternatively, you can manually adjust invoice numbers to fill any gaps.Cancelled invoices are excluded from reports, and overdue reminders are disabled.

How can you configure automatic invoice overdue notices in our CRM system?

You can send invoice overdue notices either manually or automatically using a cron job.

For automatic overdue notices:

  • 1. Navigate to Setup -> Settings -> Cron Job -> Invoices.
  • 2. Set up automatic overdue notices by adjusting the field ‘Automatically send a 3 reminder after.’ If you want to send the notice the same day the invoice is overdue, set it to 0; otherwise, adjust it according to your preferences.
  • 3. The second field pertains to resending overdue notices based on the last notice date. To disable resending, set this field to 0.

The automatic sending of overdue notices will occur at a specific hour, based on he ‘Hour of day to perform automatic operations’ value set in Setup -> Settings -> Cron Job -> Invoices.

How can you record an invoice payment in our CRM system?

While viewing the invoice from the admin area, click on the ‘+ Payment’ button to record a new invoice payment. After clicking on the button, a new view will be displayed, including the ‘Record Payment’ form

 

Keep in mind that the ‘+ Payment’ button will be shown only if the user has permissions for payment creation. Additionally, this button may be disabled if the invoice has a status of ‘Paid’ or ‘Cancelled.

  • Amount Received – This is the total amount paid for the invoice, automatically populated based on the invoice due amount.
  • Payment Date – Choose the date for the payment; the default is the current date.
  • Payment Mode – Select one of the available payment modes for this invoice. If the preferred payment mode is not listed, click here to learn more.
  • Additionally, you can include a payment note.
  • ‘Do not send invoice payment recorded email to customer contacts’ – If checked, no email will be sent to customer contacts notifying them of the recorded payment for this invoice. To disable this option,

 

  • deactivate the email template in Setup -> Settings -> Invoice Payment Recorded (Sent to customer contacts). After disabling the template, this field won’t be shown, and no email will be sent to the customer.
  • Click ‘Save.’

After recording the payment, the invoice status will automatically update based on the total amount. If the full amount is recorded, the status will change to ‘Paid’; otherwise, it will be updated to ‘Partially Paid.

Email Sent to Staff:

Furthermore, the system will send another email (‘Invoice Payment Recorded (Sent to staff)’) to the invoice sale agent and invoice creator. This email will also be sent when the customer pays the invoice online via an online payment gateway.

Please note that if the payment is recorded via the admin area by a staff member (currently logged in), this staff member won’t receive an email.

How to send an invoice as an email in our CRM system?

Saptivo has the option to send this invoice to a related customer. Additionally, the PDF invoice will be attached to the email. If you do not want to attach the PDF invoice, simply uncheck the checkbox ‘Attach Invoice PDF.

After sending the invoice to the customer, if you need to resend the invoice, there will be another email content. Since the initial invoice has already been sent, the customer may request the invoice again, and in all cases, this content will be different. To edit the email content for sending the invoice to your customer for the second time, go to Setup -> Email Templates -> Invoice Already Sent to Client.

By default, all contacts with enabled email notifications for invoices will be selected, and you can adjust this based on your needs.

When the cron job attempts to send the invoice (e.g., for expiration reminders), emails will be sent to all contacts with enabled email notifications for invoices.

How to set up a recurring invoice in the Saptivo CRM system?

Settings

Navigate to the Settings Menu -> Settings -> Cron Job.

Create a new invoice from the main recurring invoice only if the main invoice is with status paid.

  • If set to No and the recurring invoice is not with a paid status, the new invoice won’t be created.

Hour of day to perform automatic operations (24-hour format, e.g., 9 for 9 am or 15 for 3 pm):

  • The invoice will be re-created at a specific time of the day, based on the hour configured in this option.
  • For example, if the invoice should be re-created on the 1st of May, and you set the hour as 09, the invoice will be re-created on the 1st of May at 9 AM.

Action to take after the invoice is re-created:

  • Generate and auto send the renewed invoice to the customer. (Note: Customer contacts must have configured email notifications for invoices to receive the email.)
  • Generate an Unpaid Invoice.
  • Generate a Draft Invoice.

            Create a recurring invoice.

When you add/edit an invoice, you have the option to set this invoice to be recurring.

This means that the invoice will be re-created automatically based on your setup for a recurring invoice (every X months). Recurring options range from 1 month to 12 months, or you can select custom to fit your needs.

How are the recurring days calculated?

The date when the invoice needs to be re-created (renewed) is calculated from the invoice date.

The dates in the examples are shown in Y-m-d format.

  • Example 1:
    • Invoice date is XXXX-08-17.
    • Recurring is every 1 month.
    • The invoice will be re-created (renewed) on XXXX-09-17.
  • Example 2:
    • Invoice date is XXXX-03-01.
    • Recurring is every month.
    • The invoice will be re-created (renewed) on XXXX-04-01.

When the invoices are generated from this invoice, you will have an overview of which invoices are generated from this invoice at the ‘Child Invoices’ tab.

How to create an invoice in our CRM system?

To create a new invoice, go to Sales -> Invoices and click on the ‘Create new invoice’ button.

Select a customer. When choosing a client, the customer information will be fetched directly from the customer’s profile. Another option is to click on the edit icon and directly add the desired customer information. This also applies to billing information, which is fetched when selecting a customer.

NOTE: If you want the billing details to be auto-populated when selecting the customer, you need to have previously added billing details in the customer profile.

Billing and Shipping – If you change the billing and shipping information after selecting a client and click on the edit icon, this will be changed for the invoice, but in the customer profile, the information will remain the same.

Allowed payment modes for this invoice – Select the allowed payment modes for the invoice you are creating. If your customers pay online using saptivo CRM payment gateways, they will be visible in the invoice HTML area and when recording payment for the invoice from the admin area.

Currency – The currency is automatically selected based on your default currency or the currency set for the selected customer you chose previously in the customer profile. If the currency for this customer is USD, it will be automatically selected and cannot be changed.

INVOICE Number – The number is automatically populated, e.g., 00012, and the next will be 00013.

This number is fetched from Setup->Settings->Finance->Invoice– Next Number; the number is auto-incremented, but you can change the next number in Setup->Settings->Finance->Invoice.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

You can set up terms directly in the invoice, or you can use predefined terms that will be auto-populated. To set up predefined terms, go to Setup -> Settings -> Finance -> Invoice, scroll down, and populate the fields as they fit your needs.

Sales Agent – You can select a sales agent for this invoice and generate reports in Reports -> Sales -> Invoices Report. Note that the full name of the sales agent will be shown on the invoice if, in Setup -> Settings -> Finance -> Invoice -> ‘Show sales agent on invoice’ is set to ‘yes’, see picture.

You can add invoice items; when adding, make sure to click on the blue check icon for the item to be added. You can also select tax options, as shown in the picture.

The items will be stored separately for each invoice, and changing the item information in Sales -> Items won’t affect the already created invoices with specific item/s.

Admin notes are only for admins/staff members.

Customer note is visible on the client side as well, both in the HTML invoice and PDF invoice.

Click ‘Save.’

While editing/creating the invoice, the adjustment option is always available if you want to +/- the total amount.

How to Export Customers’ Invoices/Estimates/Payments to ZIP?

Go to the customer profile and click on the tab you want to export data, e.g., invoices.

Select a status or just leave it as ‘All’ and click ‘Submit.’ All invoices based on your selected options will be added to a .zip file

You can choose a start and end date, the date is based on the invoice/estimate/payment date