Corporate invoices is a functionality for Client Account management.
With Corporate invoices you can allow your larger clients to pay for all orders once a month (monthly invoices containing all orders created and emailed automatically at the end of the month) or send them manual reminders to pay for a few orders that have been accumulating over a period of time.
Client accounts can have one main Client who will receive and pay for invoices and Additional users who can make bookings on behalf of the client and their orders will be added to the main Client invoice.
To make User a client go to My Company > Dashboard > Users.
Click on a user that you would like to edit and then set User is client: Yes.
Fill in any information about the Client's company that you would like added on the invoice like company name, registration number and VAT number if applicable and also add % Discount for all Orders this client makes.
Here you can also assign Additional users by clicking on Select button and finding them in your user list (use Search if you have a long list of users). Additional users will be able to use Corporate invoice payment method when logged in and their orders will be added to Client invoices. Both Client and Additional user will receive Order confirmation emails on new bookings made by the Additional user.
When you finish with Client groups and Clients in User management and Taxi Booking > Users go to Taxi Booking > Payment methods and click on New. Select Invoice later which is listed in the Payment Methods drop down. Give the payment method a title that will be visible at the front end and click on the Save button. Now Configuration tab for this payment method will appear. Click on Configuration tab and fill in: Minimum amount (optional), Maximum amount (optional), Fee per transaction (optional), Tax in % (optional), Allow user Groups (mandatory) - to select multiple groups hold Ctrl key down and click on each group, selected groups will be colored in blue, Discount % (optional).
To get to Corporate invoice management go to Dashboard > Corporate invoices
Here you will see:
My Company tab contains your company information that will be printed on the Invoices.
Invoice email tab contains Header and Footer text editor areas which you can use for additional information in the Invoice reminder email.
PayPal settings tab is where you have to set up your PayPal account to receive online payments for Invoices - Sandbox: Yes/No (PayPal test mode), PayPal payment email, Merchant Sandbox Email (for PayPal test mode).
Here you will see the list of all Clients' emails and Phone numbers. View invoices link will take you to the invoices for the chosen Client.
Here is a list of all invoices currently generated in the system. Handy displayed are Invoice number, Client name, Invoice Month, Total, Paid, Due, Due date, Days until due date, Status and ID.
If you click on Invoice number you will see the Details of an invoice grouped in sections.
Invoice details - Invoice number, Client name, Invoice Month, Due date, Days until due date and Status.
Orders - shows a list with all orders for this Invoice with Order number, Traveller name, Journey details (Pick up and Drop off), Trip date and time, Booking date and time, Amount (Order total). Total of the Invoice, Paid and Due amounts are visible at the bottom of the Orders section.
Add payment button - Admins can manually add payments taken outside of Taxi Booking eg. Credit card payments over the phone, Cash payments in the office etc. When Add payment button is clicked a pop up with the fields Type (payment type eg. Credit Card, Cash etc.), Amount (do not use currency symbol here as it's added automatically) and Notes (references to the payment, transaction etc. that might be helpful in the future). On Submit button click the payment will be added to the invoice and record will be shown in the Payment History section below.
Request PayPal payment button - sends an automatic email to the Client with a link to the online invoice. The online invoice will have a PayPal button on which the Client can click to be taken to PayPal for secure payment of the Invoice amount. Payment will be recorded and also displayed in the Payment History section. Tip: Header and Footer for this email can be added in Settings > Invoice email tab as explained above.
Payment History section is where all payments: manually added and automatic PayPal will be recorded for future reference.
The system will automatically calculate Totals, Due, Days until due date (due date is considered end of the month), and will record Paid amounts.
Corporate invoices is a very powerful tool that you can utilize to engage with larger corporate clients and increase bookings, loyalty and customer retention.