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Online Invoices

Learn how to set up and use online invoices in AroFlo Office

Updated on February 6th, 2024

Table of Contents

Set up Online Invoices View Invoices Online Send Email with button to View Invoice Online Online Invoice Viewer Pay Invoice Ask a Question Attach Documents and Photos Disable an Online Invoice

Online Invoices allow your clients to view and pay invoices through AroFlo's external invoice viewer. Any client payments automatically update the balance due in AroFlo.

 

Your clients can also ask a question from an Online Invoice as well as view Documents and Photos that you've uploaded to the invoice and have chosen to show your client.

  • Send online invoices for payment on the spot.
  • Send Invoices using one link. No PDF attachments or separate documents.
  • Track payments with notifications the moment your balance changes.
  • Get notified when a customer asks you a question
  • Your customer gets notified when their question is responded to.

Quotes and Work Orders can also be viewed online. Learn more: Quotes | Work Orders

 

 

Set up Online Invoices

To make the most of Online Invoices and let clients pay them online, you must connect with a Payment Gateway Provider. We also recommend adding a 'View Invoice' button to your emails and setting up notifications.

See Set Up Online Invoices.

 

View Invoices Online

The option to view an invoice online is available when the invoice has been approved.

 

From the Invoice Worksheet:

  1. Set the Status to Approved 
  2. Click Save. The Online Invoice Link will appear.
  3. To preview the online invoice, click (Open In New Tab). 

You can change the design of the Online Invoice using the Print Options Layout field. Select a different layout and click Save. More information.

 

RTF Templates

Online Invoices set to show layouts with an RTF Document Template will display a generic invoice design and message to download the invoice. See Information for users with RTF Document Templates.

We are currently working on new ways to view RTF Templates online.

 

 

Send Email with button to View Invoice Online

Make it easier for your customers to view and pay invoices by sending an email with the 'View Invoice' button in your email.

See Set Up Online Invoices to add the button to email templates.

 

To send the email:

  1. From the Invoice Worksheet, select Email (under the Print Options)  
  2. (Optional) If you can't see the 'View Invoice' button in the email body, click Select Template to find your template that has it.  
     

    Don't have a template? Use the free template available. Search for Online Invoice Email in your email templates.

     
  3. Click Send Email.

 

Online Invoice Viewer

A client can pay or download an invoice from the viewer, as well as ask a question and view attached documents and photos.

Pay Invoice

Can't see the 'Pay Invoice' button?

The Pay Invoice button will only appear if:

  • A Payment Gateway has been set up in Site Administration.
  • The invoice has a balance due greater than $0.00
  • The Payment Rec. checkbox is not ticked (on the Invoice worksheet).
 

To pay an invoice online:

  1. Click Pay Invoice.
  2. Enter payment details using the Client Payment Portal.
  3. Once payment is confirmed, a banner will display confirming the result.

The Invoice Balance Due in AroFlo will change.

Download a PDF version of the invoice by clicking Download PDF ().

 

Notifications 
You can set up an Event Message to notify you when a payment is made against an online invoice. See Set Up Notifications for Online Invoices.

 

 

Ask a Question

Clients can ask a question about the invoice from the online invoice viewer.

This is useful for follow-up questions about the invoice, e.g. queries on the amount charged, or queries about the work performed.

 

Email address

  • By default, AroFlo will remember the email address the Online Invoice was opened from and this will appear in brackets beside the question field. To use a different email address (e.g. if using a shared computer), click 'Not you?' and you'll be prompted to enter your email address.
  • Alternatively, if the invoice was not accessed via email, you'll be prompted to enter your email address.

If you accidentally clicked 'Not you?' and want to cancel this, close and reopen the side menu.

 

Your email address is used for sending you a notification when your question is responded to. If you leave the field blank, your question will still get sent but you will not be notified when there's a response to your question.

Click to see what the email looks like

 
 
 
 
  1. Click Ask a Question
  2. Type the question into the field.
  3. Click Send.

The question will display on the quote in AroFlo as an invoice note, posted by Question. Click Reply to reply to the question and Save Reply once done. Your reply will display on the online invoice viewer.

Note filter 
The filter for questions added from the online invoice viewer as well as subsequent replies will automatically be set to 'Show Client'.

 

Notifications 
If a client asks a question on an online invoice, an email will automatically be sent to the Business Unit Manager.

Click to see what the email looks like

 
 

If you want to set up a notification for others in your company, you can set up an event message. See Set Up Notifications for Online Invoices.

 

 

Attach Documents and Photos

You can also set Documents and Photos to be visible to your client in the online invoice viewer.

This is useful for attaching things like before and after photos, certificates, and warranty information.

 
  1. Attach Documents and Photos to the Invoice, as per normal.
  2. Change the filter for each document and/or photo you want to be visible to 'Show Client' or 'Show All'
  3. Save Documents.

Alternatively, you can attach documents already attached to the task to the invoice. Use the down arrow next to Add Documents & Photos > Task Documents. This will remember the filter set for each document.

 

The selected documents will be available for your clients to view in the online invoice viewer, in the Documents area.

 

See Manage Documents and Photos for other options available when dealing with Documents and Photos.

 

Disable an Online Invoice

If you need to disable an existing Online Invoice, you can:

  • Regenerate the Online Invoice link. Emails sent with the previous link will show the invoice is no longer available. 

    This is helpful if the invoice was sent to the wrong person, or if you need to adjust critical information on the invoice.

     
  • Change the Status of the Invoice to anything other than Approved. This will remember the Invoice link if you change the status back again later.

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