Payment Gateways supported by zistemo settings

To mark invoices as paid, you can record the payment manually as the account owner or an admin  or a team leader.

…Or your clients can make payments online.
The available payment methods are PayPal, Stripe, 2Checkout, Braintree.

To set up these payment gateways go to Settings ➝ Payment Integration ➝ click ‘Config’ link and follow the setup process.

Activate this payment method by clicking on ‘Active’ ➝ and ‘Save Changes’

Now you are able to add these payment methods to your invoices:

NOTE: These icons are only clickable on zistemo default templates. On manual created custom templates, it is not possible.

Your clients can now use these payment methods for online payments.

How can I get paid faster?

Here are some tips for getting faster payments using zistemo:

• • Invoice notes – write notes to your client. This information will be displayed on the invoice as a noteOn the invoice preview it will look like:
  • Payment terms – you can use default payment terms or create your own.On the invoice preview it will look like this:
  • Manual payment reminders – read more on Reminder emails.
  • red ‘overdue’ status – if the due date has passed, the status of unpaid invoices will be changed to ‘overdue’ – so it is quick and simple to see which invoices remain unpaid.

In order to attach an expense to a specific invoice, you have to select the customer and the project. Just go to ‘Add Expense‘, then click the ‘Attach to project‘ box and choose a customer from the drop-down list.

Also, make sure that the checkbox “Expense is billable” is checked (if it’s unchecked, then you will not be able to attach it to the invoice). Click on the ‘Add Expense’ button to confirm your action, and that’s it

When you will create a new invoice for this customer, zistemo will automatically recognize there’s an unbilled expense for this customer and you’ll be able to attach it to your invoice in the ‘Invoice Items’ section.

The expense documents will be visible at the end of your invoice, where you can also opt for adding them as attachments when sending out the invoice by email. Your client will then have a clear view of what types of expenses the invoice contains, as well as the documented proofs for any extra expenses you added.

If you want to attach expense documents to an invoice, you should mark the ‘Attach also the Document to the invoice’ and click ‘Attach expenses’ as you can see in the screen below:

This option comes handy particularly for small businesses which provide services but also need to buy supplies or materials in order to complete their tasks. For instance, home improvement teams will invoice working hours as well as materials, right when they purchase them from the store.

Automatic Reminders

To customize auto-reminders, go to Settings -> Reminders.  Here you can see 3 types of reminders:

By default, these reminders are customized for 3 days, 14 days and 30 days after invoice due dates. They are switched off by default, so in order to switch them on, simply click on the related button:

To change the number of days (when a reminder should be sent) as well as the text of the accompanying email, click on the edit (pencil) button and change the email content as you wish.

In the print screen above, for instance, this reminder will be sent to clients automatically if related invoices are 3 days overdue (on the third day after the due date).

Even if you don’t set automatic reminders to be sent out to your clients, zistemo will always send you an email reminder about the late payments.

The Automatic Reminders will always come (as sender) from the account owner. All reminders will be sent to the client’s primary contact, plus all contacts as CC you added on the invoice.

Manual Reminders

You can send payment reminder manually for any invoices (except invoices with status “Draft” and “Paid”).

To do so, go to invoices list -> click on the drop-down menu at the end of the row of needed invoice -> click “Send Reminder”

Then email preview will open. Here you can change the text or “load an other text template” of the reminder and click ‘Send’ to send it to your client.

The “reminder text templates” you can edit in “text templates:

More infos you can find also HERE

By clicking on the text template you can edit the different languages by opening them via dropdown:

The Manual Reminder will send from the current user or the account owner. Depends which (send/from) Email you choose.

Payment reminder notification to the account owner

If all your automatic reminders are switched off, then you (as account owner) will receive a notification about overdue invoices by email.

Note: you will receive the email notifications on the days when reminders should be sent to clients (if these reminders are switched on):

If a reminder was sent (either automatic or manual reminder), then this information will be shown on the invoice grid:

Here you will see which type of reminder was sent the last time (reminder 1 or 2 or 3).
Also, you can review the reminders history on the Send Reminder page

or on the Invoice Preview page:

To get invoices through your zistemo account, your suppliers should also have their own zistemo accounts or you can invite them yourself.

First, you have to go to “Sales” -> “Invoices” -> “Received Invoices” -> click the “Invite others” link or the “Invite others” green button as shown below:

Now insert supplier’s email address and even personalize the invitation message if you wish so. Click “Send”:

Next, your supplier should accept invitation through the email. Once this is step is completed, each invoice created and sent by this supplier will be displayed in your “Received Invoices” tab.

By the way, zistemo will also send you a monthly subscription invoice if you decide to choose a paid plan.

The “Received Invoices” displays a list of your received invoices. You can review each of them by clicking its link, as well as create an expense based on every invoice.

Note: If you are using only Attendance Time module, you can find Received Invoices under your user’s profile menu:

Credit Memo via cancellation of an invoice

In case you’ve sent an invoice, but the client doesn’t like the product or wants a refund, zistemo helps you cancel the invoice and send a “Credit Memo” (also known as a “credit note”).

To cancel the invoice, simply go to the Invoices List (Sales -> Invoices), choose the related invoice and click “Cancel invoice” in the row end menu, as you can see below:

After clicking “Cancel invoice” – this invoice’s status will be changed to “Void” and a credit note will be created (invoice with the status “canceled”). The credit memo will have the current date – on the day you create the credit memo – on it.

To send a credit note to your client, open a preview of the canceled invoice and click the “Send” icon.

Very important:
1. You cannot cancel:
– Drafted invoices (because they haven’t been sent to your client yet) and
– Voided invoices (invalid invoices).
2. You can cancel invoices with statuses: “Activated”, “Viewed”, “Disputed”, “Overdue”, “Partial”, “Paid”.
Keep in mind: if your invoice is already paid or partially paid, its’ payment will become red in the payments list.

As this payment still affects your reports, you might want/need to delete it or make a refund.

Credit Memo via negative amount of an invoice

If you would like to correct an invoice amount but don’t want to cancel an invoice, you can create a credit memo also antoher way.

To do this, simply create an invoice with a negative amount and save it.

1. Create an invoice
2. Below the invoice intro, you can find the button “show more options”, push it
3. Now you can choose the display hours in time format instead of decimal format

As well you can do it in the settings. Go to preferences than invoices and estimates. There you can find the option “display hours in time format instead of decimal format on invoices/estimates”.