Billing and finance settings

play_arrow3:50

Transcript

How long a customer has before an invoice counts as late. What a late fee costs. Whether a booking needs a deposit. Those are business decisions, and PortaPro keeps every one of them in the Billing and Finance settings. In Settings, this group holds Finance, Stripe, Purchasing, and a few pages for rental gear. Finance opens on Invoices. Grace periods set how many days past the due date an invoice waits before it counts as overdue. The customer still sees the original due date. Payment reminders go out by email at three, seven, fourteen, twenty-one and thirty days past due, counted after the grace period. Late fees add a one-time charge to an invoice that stays unpaid, here one and a half percent of the balance. Monthly statements email every customer who owes over twenty-five dollars on the first of the month. Further down, the remittance stub adds a tear-off slip to the invoice PDF, so a customer paying by check mails it back with the right invoice number. On Quotes, a quote here stays valid thirty days, with a reminder three days before it expires. A one-time quote turns into an invoice the moment it's accepted. A recurring one waits for your team to start the service, because the start date on a quote is only a guess. Cycle Billing writes the rate card invoices for you. Drafts appear three days before each cycle closes, and nothing is sent until someone approves it. Billing end-date reminders warn the office before a rental's last billed day, so the pickup gets booked. Every automatic run is logged at the bottom, with any customer it skipped and why. Deposits and Delivery holds the deposit rules. A quarter down by default, the booking confirmed once it's paid, and the balance invoiced seven days before delivery, with the deposit already credited. The default delivery fee fills in on new jobs and quotes. Any customer can have it changed or waived. The Cash Discount Program shows two prices on every quote and invoice, and takes the discount off when a customer pays by cash, check or bank transfer. The rate is locked to what card processing really costs you, so the gap between the two prices is exactly the card fee. Surcharges and Fees keeps the extras you charge often, like a fuel surcharge, a disposal fee, or an after-hours call, ready to add to an invoice in one click or to a job. None of them is added on its own. Tax and Compliance turns sales tax on for new documents, with the rate looked up from each service address. Your legal business name, EIN and tax address live here too, for the Schedule C export. Billing Health runs a check every night for invoices that would bill wrong, like two invoices covering the same customer and period. It never fixes anything on its own. It tells you what to look at, worst first. Expense Categories ties each kind of expense to a line on the Schedule C, so tax time sorts itself. Stripe Management connects the one Stripe account your whole company gets paid through, and spells out the fees on a real example invoice. Purchasing can draft reorders for you. When supplies like toilet paper drop to their reorder point, a daily check drafts one purchase order per vendor. Drafts never send themselves. The last few pages matter if you rent event gear. Item Movement tracks each unit out of the yard and back, and can hold units on a quote you've sent. Tent Systems describes how your tents are built, from ends, mids and bays, along with the permit flag and the call-before-you-dig reminder. Event Layouts sets the spacing guides for drawing a tent or floor plan. And Generators and Fuel prices the fuel your drivers put in, with your markup and a delivery fee per visit. Decide these once. Every invoice after that follows your rules, without anyone having to remember them.

Browse all training videosarrow_forward