Getting paid has never been easier with Digits Invoicing. Follow the steps below to change the way you manage your accounts receivables (AR) process.
How to create and send an Invoice with Digits
- Head to my.digits.com to get started
- Select Invoicing from the left hand navigation panel
If it's your first time navigating to Invoicing or Bill Pay within Digits, you will be prompted to build your company profile on Digits (if you haven't done so already).
You will also be prompted to verify your business.
3. Select "New Invoice" in the upper right corner of the page.
4. Select a customer from your list or follow the prompts to add a new customer.
5. Enter in all relevant details for your invoice (items or services sold, any relevant discounts, due date, attachments, etc).
6. Once all your details are added, click "review"
7. On the review tab, you will have a few options:
• Add a memo – Here you can add a custom message for your customers so they have all the information they need
when the invoice is delivered.
• Brand your invoice – You can select colors, and different imagery to ensure these invoices match your business's brand.
• Preview your customers experience – You can toggle between "payment link" and "email" to better understand what your customer will experience and see when you invoice them. The payment link option is the page they will see after clicking through your email.
8. You can now send your invoice for payment! There are two options for delivery.
• Send – Digits will email your customer directly the invoice you just created with the payment link and email you just previewed.
• Create without sending (click the right side of the send button)– This option allows you to create the invoice without having Digits contact your customer directly. You can download a PDF of the invoice, and/or copy a link to the payment page so that you can reach out to your customers directly and manage the collection yourself.
At any point through the process - you can delete the invoice being created, or you can head back to the invoicing page and your current state will be saved as a draft.
Managing your Invoices
- Head to my.digits.com to get started
- Select Invoicing from the left-hand navigation panel
- Here, you will see all of your company's invoices sorted into a Kanban-style view, with the state of each invoice indicated.
- Draft – These invoices in a draft state that have not yet been sent to your customers for payment. These still require further action.
- Sent – These invoices have been sent to the designated customer, and are awaiting payment.
- Overdue – These invoices have been sent to your customer but are not paid yet, and the payment due date has passed.
- Paid – These invoices have been paid.
- Click into the invoice you'd like to manage. Depending on the state of each invoice, your options may vary.
- Here you can:
- Adjust Invoice Details – If at any point you need to adjust the details entered within your invoice, simply navigate to it and edit accordingly. This can only be done for invoices in the draft state.
- Delete the Invoice – If you need to delete an invoice, you can do so by navigating to it and selecting the trash can icon in the top right. This can only be done for invoices in the draft state. For invoices in other states, please see details below on how to void.
- Void Invoice – If at any point after an invoice is sent, and you need to void an invoice from the system, simply navigate to the appropriate invoice. Select the "..." from the upper right corner and select void. This will not permanently delete the invoice from the system, but will cancel the invoice so it can no longer be paid. This can only be done for invoices in the Sent or Overdue state.
- Mark as Paid – If an invoice has been paid outside of Digits, you can manually mark these as paid. Navigate to the appropriate invoice, and select the "..." in the upper right corner, then select "mark as paid". This can only be done for invoices after they've been sent.
Understanding invoice status
- Viewed – Someone has visited the payment link associated with the invoice.
- Payment Failed – There has been a problem processing payment from your customers. We will inform the payer that their method failed and can retry, but it will be worth following up with your customer to discuss any issues/problems.
- Processing – Your customer has submitted payment and Digits has received the funds and is in the process of depositing them to your designated account.
- Void – You have voided an invoice to avoid collecting payment. You can view all voided invoices by heading to the invoice tab, and in the top right selecting "...", then show voided invoices.
Coming soon:
- Scheduled – Your customer has initiated payment, but it has not yet been received or processed.
- Duplicate – Digits has identified this to match an invoice already entered into the system due to a matching vendor name, and invoice number.
- Payout Failed – Digits has run into an issue depositing your customer's payment into the business account. We will reach out to you to indicate this has come up, and to update your payment method to receive the funds.
If you have any further questions or need assistance with invoicing through Digits, feel free to reach out to our team for help!