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Invoices & Payments in Allmoxy

Understand how invoices are used, updated, and exported out of Allmoxy. Reconcile Allmoxy to your financial software.

Allmoxy generates an invoice output page as soon as a bid is saved so that an end user can quickly view the total cost of their bid or quote. You can use a code switcher so that in bid status, this output page is called a Quote instead, then becomes an Invoice at a different status. 

There is no way to create an invoice in Allmoxy without having an order attached to it. If you do not want to use your catalog products to create an invoice, use the Itemized Order option, which allows you to manually create line items on your order, and will create an invoice for these line items. If your catalog is not fully built, but you'd like to start tracking invoices to customers, create an Invoice product (your customer success manager can help with this!) and then manually enter the invoice information and override the price. 

Invoices will appear on the customer's dashboard at Ordered status, with the option for the customer to pay. However, the status to charge the customer is what activates the invoice. 

The status to charge the customer, coupled with the individual company's grace period, determines the invoices' due date. You can set the Status to Charge Customer globally under ⚙️➡️ Financial or edit an individual company by navigating to Contacts ➡️ Companies ➡️ hover over a specific company's name then selecting Edit.  Untitled design (32)

Invoices are automatically posted to the Export Invoices Queue for export to financial software at Shipped status ONLY. 

Payments made in Allmoxy are also automatically added to the Export Transactions Queue for export to your financial software. You can export this file and import via Saasant or Transaction Pro into your financial software. 

 

If you accept payments in your financial software, then manually record them in Allmoxy, do not use the Export Transactions Queue. This will cause duplicate payment entries in your financial software.  If you want to accept card payments through Allmoxy, then record manual payments in Allmoxy first and use the Export Transaction Queue to update your financial software of all payments. 

 

Reconciling Invoices and Payments

If you choose to not accept payments exclusively in Allmoxy, you'll need to reconcile your Allmoxy payments to your accounting software. The best way to do this is to use the Export Transactions Queue and cross-reference your financial software to ensure all payments in Allmoxy and recorded properly. 

If you're processing payments via Stripe, you'll find that the amount deposited into your bank account differs from the customer's payment amount. This is due to Stripe's per-transaction fee that is deducted before the money is paid out to you. To reconcile this amount, log into your Stripe Dashboard, navigate to reports, find the payout report that reflects the Stripe fees deducted. Enter the Stripe fee as an expense or as a journal entry in your financial software.