Creating Invoice via Admin console

Steps to Create an Invoice from the PortOne Admin Console

The PortOne Admin Console allows you to create and manage invoices effortlessly. Follow these steps to create a new invoice and configure all relevant details:

Step 1: Access the Invoice Section

Login to PortOne Admin Console
Use your administrator credentials to access the PortOne Admin Console.

Navigate to the Invoice Page

• From the main menu, go to the Invoice section.
• This page displays a list of existing invoices and provides options to create new ones.

Step 2: Create a New Invoice

View Existing Invoices

• Browse the list of previously created invoices to check existing records, statuses, or duplicate details if necessary.

Click on the Create New Invoice Button

• You will be prompted with three options:
  • New Invoice: Create an invoice from scratch.
  • Choose Invoice Template: Select from pre-configured templates for quick invoicing.
  • Bulk Upload Invoices: Upload multiple invoices at once using an Excel sheet.

Step 3: Configure Invoice Details

Carefully fill in the details for the new invoice. Below are the fields you need to configure:

Invoice and Customer Information

• Invoice Date: Set the date when the invoice is created.
• Due Date: Specify the payment due date.
• Customer Details:
  • Add the customer's name, email address, and phone number.
  • Ensure these details are accurate for seamless communication.

Address Details

• Invoice Address: Provide the primary address for the invoice.
• Billing and Shipping Address: Configure both billing and shipping addresses (if applicable).

1. Payment Methods
   • Select the payment methods (e.g., card, net banking, UPI) that you want to display on the checkout interface for this invoice.

Invoice Line Items

• Add individual line items, including:
  • Product or service name.
  • Quantity.
  • Unit price.
  • Total price calculation.

Additional Charges

• Configure taxes, discounts, or any other additional charges to be applied to the invoice.

Custom Fields

• Add custom fields to capture additional details, such as order numbers, delivery preferences, or special instructions. These custom fields can be configured as Key-Value pairs

Note

• Include any extra information for the customer in the Note section. You can configure the Title and notes content.

Additional Notes

• Include any extra information for the customer in the Additional Notes section (e.g., warranty details, terms and conditions support contact).

Invoice Schedule

• Schedule the date and time for the invoice to be sent to the customer. If not scheduled, you can send the note immediately by choosing checkbox.

Reminder Configuration

• Set up automated reminders for customers to ensure timely payment.

Step 4: Save and Preview

Preview the Invoice

• After filling in all the fields, click the Preview button.
• Review the invoice layout, UI, and details to ensure everything is accurate.

Make Final Edits

• If necessary, make edits based on the preview.

Step 5: Create and Send Invoice

1. Once you are satisfied with the configuration, click the Create New Invoice button.
2. The invoice will be generated and sent to the customer via email (and SMS, if enabled).
3. The customer will receive both:
   • A link to view and pay the invoice.
   • A PDF copy of the invoice for their records.

Key Features of PortOne Invoices

• Easy integration of line items, taxes, and discounts.
• Multiple payment methods on the checkout page.
• Automated reminders to customers for overdue invoices.
• Customizable fields to suit unique business needs.

This step-by-step guide ensures smooth invoice creation while leveraging PortOne's advanced features for optimized invoicing and payment collection.