Invoicing your clients can be simple and easy with Loxo's built-in Invoices system. Loxo's invoicing feature utilizes triggers to help you organize and manage the process when invoices become due. Whether it is a specific date, a certain stage in the Job Pipeline, or the hiring of a candidate, you have full control over how you automate your invoice creation.
If you are looking for the receipts or invoices for your Loxo account/subscription, you'll find your plan information and receipts on your Billing page. This article explains how to utilize Invoices in Loxo for sending to your clients.
Enable Invoices
Before you can benefit from the organization that Loxo Invoices provide, the "Invoices" functionality must first be enabled by an admin in your account. Please note that turning on the invoice functionality does not automatically generate any invoices. Once it has been enabled, you will be able to initiate invoices at your discretion.
Note: You must be an admin to turn-on Invoices for your Loxo account.
Follow the steps below to turn on "Invoices" for your account.
Go to Settings > General.
Under the Job Preferences section, you will find 'Invoice Schedules.' Switch the toggle ON to enable Invoices.
*This step does not initiate any invoicing. To create an invoice, please proceed to steps below.
Create an Invoice
Invoices can be configured to trigger for payments based on dates, Job Stages, or upon making placements; and it is easy to get started.
Follow the steps below in order to activate Invoice Triggers.
Open the Job Pipeline that you would like to set up invoice(s) for and click on the Overview tab at the top.
The Billing section will be located in the bottom right corner of the page. In order to set up triggers for invoicing:
if you are using Deals, click the "Add a Deal" option. If you are not using deals, skip to Step 4 on this list.
3. Once you click "Add a Deal," find the Deal which corresponds to the job you are working in and click the blue Add button on the right.
4. Once the Deal has been added, or if you are not using a Deal, you can now set up invoicing for that job. To do this, click on the "+Add Invoice" button below the Linked Deal section.
5. This will open a pop-up window where you will be able to control the frequency in which invoices will become due, whether that is based on a specific set of dates, stages of a job, or simply at placement. You can set multiple triggers if you are sending invoices and receiving payment in installments.
In order to set these triggers, you must first select when the invoice will become due. You can choose a specific date, a specific stage within your job pipeline, or upon the placement of a candidate.
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6. The next step is to enter the amount that is due for that invoice. You will not change the status at this time. Click Save.
7. The status of the Invoice will be marked as a "Draft" automatically since it has yet to become due based on the triggers you have entered.
8. Upon the date you chose, the movement of a candidate to the stage designated, or the placement of the candidate, the status of the invoice will automatically change to Due.
9. At this point, you will want to download or print your invoice in order to email or mail it to your clients. To do so, click on the invoice that's due and click the printer icon in the top of the pop-up. Change the destination to "Save as PDF" to download the Invoice to your computer or print directly to your chosen printer.
10. Once the invoice has been sent, you can update the status of the Invoice to "Sent" and then adjust it to "Paid" later once payment has been received.
11. If needing to set up installments or additional payments throughout the pipeline, repeat steps 4-10 as needed.
Frequently Asked Questions About Invoices
We've compiled some of the most frequently asked questions about invoices to help you find answers. Read below for more information on Loxo's Invoices.
Why is my Invoices section blank?
If you would like to enable invoicing on your Loxo account, follow the above steps to turn on the invoicing feature and initiate a new invoice to send to your customers or clients. Your Invoicing section may appear blank if there are no existing Invoices. The default for new accounts in Loxo is to have a blank Invoices section until an admin on the account enables Invoicing and then generates a new Invoice.
How do I change my company address shown on my Invoices?
The address that Loxo has on file for your business automatically shows on your invoices. If the address associated with your business has changed due to moving or changing buildings, etc., please reach out to our team to complete the necessary update.
How do I add my client's address to an Invoice?
The Invoice will automatically pull in the Company Address from the record in your database. If you want to add or update this for a client, you can open the Companies page in Loxo to edit the record.