How to create a new invoice for your clients on the Back Office Dashboard?

The GuardsPro Invoicer enables security companies to efficiently create, manage, and send professional invoices directly from the Back Office Dashboard. With features such as instant invoice delivery and automatic hour calculation, businesses can streamline their billing process while maintaining accurate and organized financial records.

Using the Invoice feature, users can easily create and send invoices, add products or services, apply taxes, and payment terms, set due dates, track invoice statuses, record received payments, download invoices as PDF files, and maintain billing history for future reference.

Note: The GuardsPro Invoicer module is integrated with the GuardsPro Time Clock system. Before creating an invoice, guard time logs must first be approved. Once approved, the hours will appear in the Time Card section and can be automatically used to calculate billable hours for client invoices.

✅This guide will walk through to create a new invoice for your clients from the back office dashboard :

Create a New Invoice

Navigate to the Invoicer module from the main menu and select Invoices. Then, click on New Invoice to create a new one. 

Automatically Calculate Billing Hours

Further system allow to calculate guard hours automatically by clicking Calculate Hours under the Quantity section. A side panel will appear.

From here, you can choose billing based on: Hours or Number of hits, Select the invoice duration, Filter by: Skills or Departments

Once you click Calculate, the system will display:

• Regular hours
• Holiday hours
• Overtime hours
• Total hours

Select the hours that should be included in the invoice.

These hours are automatically pulled from approved Time Cards and are based on the guards’ recorded shifts during the selected duration.

Note: To bill regular hours, overtime hours, or holiday hours separately, you must add them as separate invoice items by clicking Add New for each billing category.

Once all the required details have been added, you can preview the invoice, save it as a draft for future use, or click Save and Continue to finalize and create the invoice for your client.

Manage & Track Invoices

Once saved, the invoice will be created with an Unsent status. From the same page, you can perform various actions to efficiently manage the invoice

• Edit Invoice : Click on Edit Invoice to modify the invoice details before or after sending it to the client. You can update: Client information, Invoice items or services, Quantity and rates, Taxes, Notes and terms, Payment due date etc.

• Download Invoice : The Download Invoice option allows you to download a PDF copy of the invoice directly to your device for printing, sharing, or record-keeping purposes.

• Send Invoice : The Send Invoice option allows you to email the invoice directly to the client via email, sharable link or download pdf.

  Once the invoice is sent: The invoice status may change from Unsent to Sent

Note:  Further  scheduling reminders  for payments can help improve collections for overdue invoices. 

• Record a Payment : The Record A Payment option allows you to manually record payments received from clients. Alternatively, you can also receive payments directly into your own Stripe account by enabling the Stripe integration within GuardsPro.

Additionally, you can manage your invoices directly from the invoice list page. Each invoice displays its current status, such as Paid, Unsent, Overdue, or Draft.

Further, simply click on the three dots beside the selected invoice to access available actions, including: View, Export to PDF, Send Invoice, Record Payment, Delete, Copy Invoice

From the same screen, you can also monitor your Invoicer Insights, which display data based on the invoices visible on the current page or according to the filters applied. These insights include: Total number of invoices created, Total overdue invoice amount, Paid invoices, Draft invoices (if any) and that's it. 

If you have any more questions, please feel free to contact our support team anytime.