Quoting And Invoicing Software - Apptivo

The quote to invoice process is very crucial for businesses in making better profits. We must realize that the conventional method of accounting has now become tedious owing to the presence of multiple players in a single sector, the continuous development of technologies, and the globalization of businesses. At this point, it is not easy to sustain if the workflow of a business takes time to complete specific tasks that could be carried out quickly, through easy-to-use, affordable systems or techniques. It is particularly true in the accounting section of a business.

Integrating your business with an Online Billing System not only smoothens your workflow but also coordinates your departments. You can have your entire finance operations streamlined in no time with automation. When it is about online billing software, we are bombarded with multiple questions. ‘How do I do online billing?’, ‘Why do I need online billing?’, ‘How does an accounting software make a difference?’, and many more. Apptivo offers a centralized system that helps in simplifying the quote to invoice process of your business.

• Estimate vs Invoice
• Benefits of online quoting and invoicing

Estimate vs Invoice:

Estimates and Invoices are vital documents in the financial sector. While both documents provide information on the amount payable for a product or service, there is a variation in the purpose they serve. Estimates are documents considered as a beginning point. It is where the business initiates the first transaction with the customers. In this document, they detail the price of a product or service for a future purchase. Basically, the customer does not owe anything here. It is just a proposal for a transaction to the customers. An invoice is a document detailing the amount charged to the customer for the products purchased or services rendered. This document is issued before the transaction is complete. Here, the customer has to pay the balance due. This invoice is essentially a bill from the customer end.

Benefits of online quoting and invoicing:

Apptivo CRM integrated with an online billing system is the right choice for businesses requiring a single cloud platform to manage their operations. Further, it also offers a wide range of personalized tools that makes the online billing process a smooth transition for any business.

Easy Quoting and Invoicing:

Be it estimates or invoices, creating and managing them is hassle-free inside Apptivo. You can effortlessly generate estimates, email them to your customers, and have them invoiced on approval with the integrated setup of Apptivo. Are you looking to give restricted access to your employees? The intricate design of Apptivo focuses on security where you can configure the accessibility of estimates and invoices by your employees. Furthermore, the Master Layout tool allows you to create a personalized layout by adding the essential fields and removing irrelevant fields or tables. It includes determining the payment terms while generating an invoice or estimate. The logged estimate and invoice can be downloaded at any time in PDF with desired fields and tables for offline purposes.

Detailed Approval Process:

Apptivo application suite pays more attention to the approval process due to its pivotal role in validating data, identifying mistakes in earlier stages, bringing in stakeholders for large purchases, and improving transparency among employees. A business hierarchy is made possible in your application with the ‘Approval Process’ feature. Moving to the next level, you can define the condition during which an estimate or invoice has to be approved. A manager can approve an estimate or invoice based on the spent limit, job title, or levels. If required, you can send them to teams or employees for approval. Once the approval request is submitted, you can determine the next step on submission, approval, or rejection.

Organized Taxation System:

An online billing system becomes absolute only when there is a provision to add tax-related information. This field should be flexible to pave way for the taxation of any customer across the globe. In short, it should be customizable according to the taxation procedure of a state or a country. Apptivo has a separate section to levy taxes in percentage or fixed rate for an item/service individually or the total amount. Further, businesses can create automated single rate and multi-rate taxes for customers in the USA and Canada according to the customer location. Taxation becomes streamlined with Apptivo.

Configure, Price and Quote:

When your business is transacting with a wide range of customers, it becomes challenging to quote and invoice similar pricing for products. Also, it becomes time-consuming for sales teams to create repetitive quotes for a customer. Apptivo CPQ makes your quoting and invoicing process effortless. With Apptivo CPQ (configure, Price and Quote), you can automate your pricing system. You can define the price of items, provide discounts, add alternate pricing, and get them approved based on certain conditions in advance. Hence, your sales teams can save their valuable time on quoting and focus more on selling.

Detailed Invoicing System:

The Invoice app of Apptivo is a comprehensive application carefully designed after researching all spheres of invoicing requirements. Apptivo online invoicing empowers businesses to create invoices directly from estimates with a single click. With the Invoicing Workbench, you can efficiently combine the related work orders or invoices based on specific criteria and have them approved. Further, you can implement automation and save time on creating recurring invoices or collecting dues manually every time by taking advantage of the Recurring Invoices and Payment Schedule feature. To cater to customer requirements, Apptivo furnishes multiple payment options like Authorize.net, PayPal, Stripe, Zip mark, Credit Note, Cash, Check, or Wire Transfer.

eSigning of Estimates:

It is now possible to get the documents signed from anywhere without any delay amidst the presence of eSignatures. Now, the waiting time has reduced dramatically. It applies when getting the estimates as well signed. Apptivo has integrated with Sign.co to put together the eSign feature inside Apptivo. By enabling this feature, employees can easily send their estimates for signature or get them signed in-person right from where they are. While sending an estimate via email, the employees can determine the signers and the order for signing the document. Accordingly, the online signing process will take place. Utilize Apptivo eSignature to deliver timely solutions.

Final Thoughts:

With businesses preferring advanced tools and CRM software to manage their customer interactions, it will not be effective if there is a delay in the financial workflow after exemplary customer service. The current competitive ecosystem requires businesses to provide solutions immediately and retain customers. By utilizing an online billing system like that of Apptivo, you can eliminate delays and errors in payments and increase your business productivity.