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Knowledge Base


Table Of Content

How do I send a proposal with a viewable link for customers?

Assuming you have already created the proposal, click on the mail icon on the right. A popup with the preview email template will appear.

Include the proposal link in the email template, allowing your customer to view it without logging in. This feature is beneficial for leads as well.

Once the proposal is sent, the lead/customer can take actions such as accepting, declining, or adding comments. Both the proposal creator and the assigned sales agent will receive notifications in the CRM and via email when a customer comments or accepts/declines the proposal.

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How do I create a new customer contact in our CRM system?

To create a new customer contact, navigate to the customer profile in the admin area where you want to add the contact, then click on the ‘Contacts’ tab. To add a new contact associated with this customer, click on the ‘New Contact’ button.

  • First Name: Contact’s first name
  • Last Name: Contact’s last name
  • Position: Contact’s position in the company
  • Email: Used for login and receiving emails within Saptivo CRM
  • Phone: Contact’s phone number
  • Password

 

  • Primary Contact: Automatically checked for the first contact; uncheck if not the primary contact
  • Do Not Send Welcome Email: Check to avoid sending a welcome email to this contact; this can be disabled in Setup -> Email Templates -> New Customer Added/Registered (Welcome Email)
  • Send Set New Password Email: Sends an email with a link for the contact to set a new password; the link is valid for 48 hours
  • Permissions: Default contact permission can be assigned in Setup -> Settings -> Customers; adjust as needed to define module access for the contact.

How do I create a new customer in the CRM system dashboard?

Login to the dashboard, click on ‘Customers,’ and find the ‘New Customer’ button on the left.

Permissions: Determine the customer’s portal access. For example, turning off the support system restricts the customer’s ability to use it, while enabling it allows usage.

Billing & Shipping: Enter information for invoices/estimates. If the customer has a different shipping address, populate the shipping fields, which will automatically be included when creating new invoices.

Advanced Options: Several fields are listed.

  • Groups: Sort customers into groups for easy reporting and analysis.
  • Currency: If different from the default, it will auto-change when creating estimates/invoices.
  • Language: Easily set the customer’s language for translated login experiences.

Note: Customer PDF data generated from the admin area defaults to the system language. Adjust in Setup->Settings->Localization for client language output.

Complete necessary data and click ‘Save.’ Optionally, send a welcome client email template configured in Settings Menu -> Email Templates in the client’s part.

Quick Tip: Use the Quick Insert button on the top left dashboard menu for speedy customer additions.

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How to restrict a staff member’s access to view all customers in the Saptivo CRM system?

If you don’t want to grant VIEW permissions for a staff member to see all customers, you can assign that staff member as an admin to a specific customer/s.

Navigate to the customer profile in the admin area and click on the ‘Customer Admins’ tab. Please proofread for accuracy.

 

Click on the ‘Assign Admin’ button and select the member/s you want to designate as admins for this specific customer.

image22

Save the changes. The member/s you assigned will now have access to this customer, including the ‘Customer’ menu item, without requiring VIEW permissions for customers. Please proofread for accuracy.

How can you register a customer in our CRM system?

You can enable/disable customer registration in Saptivo by going to Setup -> Settings -> Customers -> Allow clients to register.

Customers can register at your base URL where Saptivo CRM is installed, e.g., yourdomain.com/crm/.

If customer registration is disabled, you will only be able to add customers from the admin area

The language dropdown indicates the language the contact will use while navigating the customers’ area.

It’s important to note that the selected language for the contact applies exclusively to the customers’ area. Consequently, any emails or PDF documents will continue to be sent in the default language chosen in the customer/company profile.

How can I generate a general customer report in the Saptivo CRM system? 

To generate a customer report, utilize the Reports feature.

  • 1. Choose “Customer” as the report type.
  • 2. Select the desired time range for the report on clients.
  • 3. The system will generate a comprehensive report with all customers; you can search for specific clients as needed.

Note: If you have invoices in various currencies, specify the currency. The default report currency is your base currency, set in Setup -> Finance -> Currencies.

Customer Report from Profile:

For a specific customer report:

  • 1. Navigate to the customer profile.
  • 2. Click on the “Invoices” tab.
image39

How can you export data from a customer’s profile in our CRM system?

Navigate to the customer profile and click on the tab you wish to export data, such as ‘Invoices.’

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

You have the option to choose a start and end date; the date is determined by the invoice/estimate/payment date. Please proofread for accuracy.

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

At Saptivo, we strive to transform businesses through innovative CRM solutions, drive efficiency, create lasting connections, and have better business growth every day.

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