- 09 Nov 2022
- 2 Minutes to read
Existing Invoice Actions
- Updated on 09 Nov 2022
- 2 Minutes to read
Creating an invoice is only the first step to getting paid, once an invoice has been created, you will often need to view, print, email, or duplicate the information to best serve your customers.
By clicking on an existing invoice within the Invoices section of your Helcim account, you can perform a variety of actions including view online, print, create PDF, send email copy, duplicate the invoice, send an email due reminder, or process a payment. This article will review each available action option for invoices.
All of the options listed below are available under the Actions drop-down button in the top right-hand corner of your screen.
In this section:
- View online
- Create PDF
- Send email copy
- Send pay now email
- Request deposit
- Duplicate invoice
- Process new payment
- Make recurring
- Cancel an invoice
Selecting View Online will open your invoice in a new browser window.
This will let you see what the invoice will look like for your customers.
Here is an example of the online view:
Customers will have the option of downloading the invoice as a PDF, or viewing the notes if there are any attached to the invoice. If the invoice has not been paid yet, they will have an option to Pay Now and a reminder notice of when the invoice is due.
Selecting Print will open the invoice in a new window and display your computer's printing options.
Select Create PDF
You can download your invoice as a PDF by selecting 'Create PDF', a pop-up message will indicate that the PDF is being successfully downloaded to your device.
Send Email Copy
If you want to send a copy of the invoice by email to your customer, click on Send Email Copy then enter their email and click Send.
Send Pay Now Email
Selecting Send Pay Now Email will send an email to let a customer know that they have an outstanding invoice they need to submit payment for.
This option will be available if the invoice is in DUE status. Sending an pay now email will send the customer an invoice that includes a Pay Now button making it easy for your customers to complete their payment.
Click on Send Pay Now Email to open the email options. The form will auto-populate with the customer's information that is saved in your account. You can click through the text boxes to edit the To, From, Subject, and Email Body fields.
Once you are happy with the content for the email, click on Send in the top right-hand corner of the screen.
You will see a confirmation message pop-up in the top right-hand corner of your screen confirming the message has been sent.
When your customer opens the URL in the email they will see a copy of their invoice that includes three different action items, including the Pay Now button.
You can view a step by step guide to requesting deposits for invoices in our support article here.
If a customer is submitting an order that is similar to their previous one, it may be faster to duplicate a previous invoice, instead of starting from scratch.
Click on Duplicate Invoice
Select Yes you are sure you want to duplicate this invoice.
Selecting Yes will generate a new invoice and a new order number which you can then edit as required.
Process New Payment
Clicking on Process New Payment will let you process a transaction for a DUE invoice.
After you've clicked on Process New Payment, simply click on the transaction type and enter the transaction details.
Selecting Make Recurring will allow you to create a recurring payment plan using the details on that invoice.
Learn more about how to create a Recurring Invoice here.
Cancel an Invoice
If you want to cancel an invoice you will need to click on the Edit button for the invoice (not the Actions button) and change the status of the invoice.