Automated billing for ICUK resellers
This is an additional bolt-on product designed to help automate the generation of invoices to your customers. Manual and automatically generated invoices can be raised, either related to services you purchase from ICUK, or outside of our portfolio. A combined invoice service works hand-in-hand with our tariff management and telecoms platforms, providing your clients with a single monthly bill. It's an incredibly powerful solution which once adopted should save you time and money.
Single and multi-line manually raised invoices can be generated through the control panel in seconds. When raising the invoice you can select:
As you complete these details a preview of the invoice is available on the right-hand side of browser for you to review before creating.
Regular automated invoices can be raised on your behalf. This has applications not just with services you purchase through ICUK, but for other recurring invoices you may be raising (eg monthly IT support contract). These invoices can be raised:
Specific start and end dates can also be specified if there is a lifespan to these recurring items. Other features remain the same as raising manual invoices.
Quotes can be raised as simply as any other billing type. They are unique in as much as you can set them to have an expiry life (valid from --> valid until). A quote can be converted into an invoice as a secondary stage to the billing process.
In the event you need to raise a refund or credit to a customer, the process is much the same as that of an invoice. The figure will be a negative value to reflect the nature of a credit.
Set your suppliers up in the control panel as you would a customer. From here you can then raise purchase orders to them giving both parties visibility of order requests, and who they have been authorised by.
When you raise any invoice, it can be saved in draft form. This can allow you to review before sending, or to set a dispatch date in the future.
All invoice data can be exported in CSV format. This can be imported into popular accounts packages including, but not limited to, Sage, QuickBooks, MYOB and SAP.
Real-time statistics are made available to you to easily track the progress of your business. Statistics can be broken down into months, quarter or annually. Graphs help plot your progress alongside other top facts including total and largest sales figures. Tables are provided clearly showing you what is outstanding and who your top customers are.
By selecting a customer to view you are presented with a complete overview of their invoices / quotes / recurring payments / purchase orders and credit notes. The panel clearly states what the customer currently owes, as well as provide statistics on the average time to overdue, and their average time to pay.
We have designed this platform to allow you to operate in a paperless manner. All invoices, quotes and purchase orders are electronically available in HTML or PDF format. As easy as it is to raise and send an invoice, they can be resent or chased. There is no need to print and post, which not only helps the environment, it doesn't eat into your margins.
Customers can login to their control panel at any time and view all invoices, quotes and purchase orders raised on their account. These can be viewed on-screen or downloaded as an attachment without the need to request them from yourselves. Once paid, and set as such in the platform, the downloadable invoice will reflect this.
Tariffs are available as standard to all resellers. They provide the opportunity to set your retail prices. This can not only help remind you agreed rates, they allow the control panel to know what you want to charge end users for their associated services. There are no limits to the number of tariffs you can setup. Creation is easy, normally by applying an initial percentage mark-up to our wholesale charges, and from there you can then tweaks rates on a product by product basis.
The control panel portal clearly states how much money is owing and overdue. Use this as a heads up reference to ensure that credit terms are being adhered to and maintain positive cash flows.
Chasing customers for outstanding invoices can be a laborious task. Our automated facilities can send polite reminders on your behalf, showing what is owing in accordance with the terms you set. The wording and frequency of such emails can be set by you.
When a payment is made by your customer, you can easily mark this off accordingly. You can state the date received and the payment method. Instead of us specifying a list of payment options you can simply type your reference or wording, and the panel will remember the options you enter to make it easier and more bespoke to your needs for future payments.
Should a customer part-pay an invoice you can reflect the payment received and the method. Our panel and statements of account will reflect the unpaid amount making it easy to identify and chase.
Sometimes pro-rata amounts will be required where a part month payment is due owing to the subsequent renewal date. Our invoicing platform takes care of the calculations for you.
To help keep on top of invoices, and confidently know which invoices have been handled an archive feature is available to flag completed items as such. All invoices remain stored on our servers forever more, with easy and powerful search tools to extract the details you need in the future.
We have a selection of 6 ready made template designs you can use, or alternatively you can bespoke yours to include your own images, CSS styles and general appearance.
Our invoice templates support SVG images. By using scaleable vector images you can be sure that your logo appears without pixelation on the PDF created invoices.
You can input bespoke text regarding payment options or how payment will now be collected. Bespoke text can also be applied to invoices, quotes, purchase orders and credit notes.
In much the same way that invoices can be controlled using bespoke templates, so too can the text within the email. Simply enter pre-defined tags where certain information needs to appear.
Specify on a per customer basis the credit terms that are available to them. Any statements and reminders that are issued will take this into account.
Bespoke emails can be automatically sent to prompt customers regarding outstanding invoices and amounts.
You can prefix your invoice numbers with additional characters. For example, you may want your invoices to start with a 3 character reference for better identification of which invoicing platform raised it.
When you raise an invoice you can specify the invoice numbers. Each subsequent invoice increments by one. If you set your first invoice to be 52388, the next will automatically raise as 52389. Puchase orders, quotes and credit notes operate with their own counting mechanism.
Resellers can specify their VAT status, number and VAT rate. By doing so you can be in control depending on your countries rules, rates and your VAT registered status.
The invoicing platform is a bolt-on product for all ICUK resellers to make use of. Owing to the levels of development work required to create this, and it's on-going development, we must charge a subscription fee to achieve this. All resellers can try and use the platform completely free for 45 days allowing you to see first hand just how powerful this can be to your business.
| Option | Price |
|---|---|
| Monthly | £20 (45 day free trial) |
| Quarterly | £55.00 |
| Annually | £200.00 |
