Invoicing

Help Articles

With Solna you can create and edit invoices, attach links, share your invoices, create a recurring invoices and much more.

Your invoices can have the following statuses:


Main Statuses

  • Open: This invoice hasn't been paid and is still within the payment term agreed dates.
  • Overdue: Invoice due date has passed an no payment (even partial) has been received
  • Partially Paid: Your customer made a partial payment 
  • Paid: Your customer paid the invoice in full (expect 2-3 days for this to deposit in your bank account)



Additional statuses

  • Sent: You emailed the invoice to your customer 
  • Viewed: Your customer viewed the invoice (via the online portal); This includes any CC’d recipients on the email  



To see exactly who has viewed your invoice, check out the following help topic: Tracking who's viewed your invoice




When your invoices are paid, you can tell Solna so that it knows the state of your cash flow and can make the most out of all the information. 


In the event your customers paid you using Solna’s online payment portal (via Stripe), then your invoice will automatically be marked as paid or partially paid.


Record payments manually

To let Solna know that a payment has been received, simply find the right invoice and mark it as paid.

  1. On your Dashboard, click View all invoices 

  2. Find the relevant invoice by:

    • Clicking on the Customer box and finding the relevant customer; then scroll through all their invoices

  • Click Receive Payment by the invoice, and a new side box will slide into view. You can now manually enter payments received:

    • Enter the amount in the box, taking care to put the decimal point in the right place

    • Use the drop-down box to select the right account to credit the payment to 

    • Click date and select the payment date. Make sure you enter the date that the payment cleared into your account (this might be different from today’s date)

    • Click the payment method and select the method that was used

    • If you have a reference number for the payment that you would like to record, enter it in the Reference box

    • Make use of the notes area to record any additional information about the payment

  • Click Save and close to save all the information about this payment



Once this information is entered into Solna, it will be used to help produce information not only about your own income and payments due, but also about individual payees such as:

  • Which are your most regular and lucrative customers

  • Which are good payers and which need nudging


You can use this information to, for example:

  • Help you target sales more efficiently

  • Work out the best customers for discounted offers

  • Set different payment terms that are appropriate to different customers

It’s worth noting that Solna is built to be as flexible as possible, which means you can always change the payment dates for manual entries. 


Record Payments Automatically (Stripe)


All payments retrieved via Stripe will automatically be marked as paid by the system. There is no need to make manually adjustments.

 


Solna allows you to customize your invoice to match your company’s brand, or alternatively you can select from 5 beautifully designed templates. 


To do this, follow these instructions:

  1. Go to Settings > Custom Template > New invoice Template

  2. Select from one of the 5 templates to start, and then customise to fit your needs/brand

  3. Enter an invoice name and click on the ‘default’ checkbox if you wish to set the template as default.

  4. Click on Save


Accessing Invoice Customisation & Templates




You can access any invoices you’ve created when you send invoices.



Customising your invoices:


From with the invoice template section in your settings, you'll be able to create bespoke invoice templates to match your companies brand. 


  1. Click on New Invoice Template
  2. Select a base theme you'd like to modify
  3. Change the main and text color to match your businesses brand.
  4. Select a font that best matches your out going comms and company brand.
  5. Optional: Edit the outgoing email template you want associated with this template.
  6. Name your template and save it.


You'll be able to select this template once you send out your invoice.


You can customise your invoice template by pre-defining the various settings. You can add new fields for discounts, service date, description, notes, terms, PO number, deposit total, and add custom fields. Changes made in your invoice settings will be applied to all your new invoices.



You can activate or disable these settings from within an invoice:


  1. Click on the + (Create) icon → Invoice

  2. Click on the gear (Customise) icon

  3. Select the values you’d like to add or remove from your invoices, or add a custom field

  4. Click on Save and close


You are able to create up to three custom fields to meet the specific needs of your business.


Customise your invoices