Home > Invoices > Invoicing OverviewInvoicing Overview
This overview will help you understand some of the important invoicing concepts you'll see in the software, such as the various kinds of invoices you can use and the difference between the six invoice types. It will also lay out the setup that is required before you begin invoicing, such as your price list and sales tax.
Before you begin putting orders into Spectra/myStratus, there are some really important things to understand about how the software handles your invoices and payments. The financial features in Spectra/myStratus are very powerful and, when used properly, will streamline and organize your orders and payments, as well as provide you with in-depth reporting.
Every time you make a sale, you will create an invoice in the software. How you create the invoice will depend on the kind of invoice that needs to be created. Here are the three kinds of invoices you can use in Spectra/myStratus:
Session Invoices - These invoices are created from and linked to a specific session and are used for session fees, print orders, and so on. Session invoices have the most tracking and reporting features and should make up 90% or more of your invoices. Any time a customer is purchasing an item related to a session -- even if that session was for a different client -- the invoice should be created from the session record. See also: Creating a Session Invoice
Client Invoices - These invoices are created directly from the client record and should only be used when there is no session, for example, when selling frames, retails items, or gift certificates. See also: Creating a Client Invoice
Quick Sale Invoices - A sale made without the need to record specific client information is a quick sale. All quick sales use a generic client record, specifically reserved for this purpose. See also: Quick Sale Invoices
For each invoice you create in Spectra/myStratus, regardless what kind it is, you will choose an invoice type. There are a total of six invoice types defined in the software, each with its own unique functionality. Invoice types cannot be customized. Note: The kind of invoice you are creating -- session, client, or quick sale -- will determine which invoice types are available. Here's a brief description of the six types:
Session Fee - Used to invoice the client for the fees pertaining to shooting a session. When printing an invoice for session fees, the invoice is printed as a session confirmation, providing the client with additional session information such as session date, time, and scheduled resources. Choosing this type provides specific session data for sales reports.
Initial Order - Used for the first order of products the client is purchasing from a session. Choosing this type provides key data for sales reports.
Re-Order - Used for any additional product orders from a session. Choosing this type provides key data for sales reports.
Generic - Used when you charge a client for fees or products that are not related to a session.
Estimate - Provides a client with an estimate for products or services. Note: An estimate may be related to a client or a session (see chart below). Estimates can be converted to invoices -- client estimate to client invoice, and session estimate to session invoice. Estimates are not included in your sales reports.
Credit Memo - Used to give your client a credit for any reason. It can also be used to correct an invoice that may have been posted in error.
Kind of Invoice Created From Description Available Type(s) Session Invoice (or Estimate) - Session - Scheduling Wizard Session invoices are used when a session has been scheduled or completed and images are being ordered. Session invoices will make up 90% or more of your invoices. Any time a customer is purchasing an item related to a session -- even if that session was for a different client -- the invoice should be created from the session record. See also: Creating a Session Invoice - Session Fee - Initial Order - Re-Order - Estimate - Credit Memo Client Invoice (or Estimate) - Client Client invoices are created directly from the client record and should only be used when there is no session, for example, when selling frames, retails items, or gift certificates. See also: Creating a Client Invoice - Generic - Estimate - Credit Memo Quick Sale Invoice - Any Hub - File Menu Quick sale invoices are used when a sale is made without recording specific client information. See also: Quick Sale Invoices - Generic
Price List - You must create a price list in Spectra/myStratus before you can begin invoicing your clients for session fees, print orders, packages, or any other items your business sells. Refer to Setting up a Price List and Creating a Package for step-by-step instructions.
Sales Tax - You'll also need to set up your tax method and sales tax rate(s) in the software. Refer to Sales Tax for instructions.
Payment Methods - There are several payment methods built into the software, however we recommend you customize them for your business before you begin invoicing. See also: Payment Methods
Invoice Statuses - Track your invoices from the time an order is placed through the final payment and delivery using Invoice Statuses. Each status can include a default duration (which the software uses to automatically generate a due date). Find out how to set up your statuses in the Invoice Statuses topic.
Invoice Terms - The customizable information that prints at the bottom of your invoices is called your Invoice Terms. You can create unique terms for each of your session types, as well as for client-based invoices (invoices that do not have a session), and invoice estimates. Refer to the Invoice Terms topic for instructions.
Invoice Classifications - In addition to using the invoice types that are built into the software, invoice classifications can be set up to help you track invoices in a way that is specific to your business. Refer to the Invoice Classifications topic for instructions.
Credit Card Processing - See also: Credit Card Processing