Centralize Your Invoicing Process

Keeping track of invoices and payments can be overwhelming, especially when using multiple tools. With Nexus Portal, you can centralize your invoicing process, enabling you to create, send, and track invoices all in one place. This guide will walk you through the steps to streamline your invoicing and ensure you’re always on top of your business finances.

Steps to Set Up and Manage Invoices #

Step 1: Access the Invoicing Dashboard #

1. Log in to your Nexus Portal admin account.
2. Navigate to the Finance section in the main menu.
3. Click on Invoices to access the invoicing dashboard.

Step 2: Create a New Invoice #

1. From the invoicing dashboard, click the Create Invoice button.
2. Fill in the invoice details:
   • Client Name: Select an existing client or add a new one.
   • Invoice Items: Add line items with descriptions, quantities, and rates.
   • Due Date: Set a due date for payment.
3. Upload any necessary attachments (e.g., terms, agreements).
4. Click Save or Send Invoice to email it directly to the client.

Step 3: Automate Recurring Invoices (Optional) #

1. In the invoicing dashboard, click on Recurring Templates.
2. Set up a new recurring template:
   • Frequency: Choose how often the invoice should be sent (e.g., weekly, monthly).
   • Start Date: Select the date when the recurring invoice cycle begins.
   • End Date (Optional): Add an end date if applicable.
3. Save the template, and invoices will be sent automatically based on the schedule.

Step 4: Track Payments #

1. Go back to the Invoices section in the Finance menu.
2. View the status of each invoice (e.g., Paid, Pending, Overdue).
3. Send payment reminders for overdue invoices by clicking the Remind button.
4. Download or export invoice records for your accounting purposes.

Tips for Efficient Invoicing #

• Professional Branding: Customize your invoices with your logo and company colors for a polished, professional look.
• Payment Gateways: Integrate payment gateways (e.g., Stripe, PayPal) to allow clients to pay directly from the invoice.
• Recurring Clients: Use recurring templates for clients you bill on a regular basis.
• Keep Records Updated: Ensure all client contact information is accurate to avoid invoice delivery issues.

Common Questions #

1. Can I resend an invoice if a client doesn’t receive it?
Yes! In the Invoices section, click the Resend button next to the invoice you’d like to resend.

2. How can I customize my invoice design?
Navigate to Settings > Invoice Customization in the admin dashboard to add your logo, colors, and other branding elements.

3. What happens if a client pays late?
You can send reminders for overdue invoices and even apply late fees if necessary (configurable in the Finance settings).

Next Steps #

• Set Up Payment Gateways: Enable Stripe or PayPal for easier payment collection.
• Create Your First Recurring Invoice: Automate invoicing for clients on retainers or subscriptions.
• Export Your Records: Generate a report of invoices for your accountant or bookkeeping software.