Quick Jump To Guide:
Create an Invoice
Assign a Contact
Assign Users and Commission
Add Inventory, Services, or Title Catalogs
Edit The Line Items
Add Taxes, Shipping, and Other Details
Include Comments and Notes
Add and Process Payment
Use Other Tabs
Export, Email, or Print
Create an Invoice
Create an invoice in multiple places, including:
Invoice Dashboard: Click "Add Invoice" to generate a blank Invoice Record.
Inventory Record: Click "Invoice" on the black action ribbon to generate an Invoice Record with the inventory item.
Contact Record: Click "Create Invoice" on the black actions ribbon to generate an Invoice Record with the contact.
No matter where you start creating an invoice, ArtCloud generates and opens a new Invoice Record. The Invoice Number counts up from the last invoice number, and the Create Date defaults to today's date.
Assign a Contact
Type the buyer's name in the Contact field and select their name from the dropdown.
If the buyer doesn't already exist in your account, enter their name and select "Add [Contact Name] as a new contact." A pop-up prompts you to enter basic contact details, like name, email, phone, and address.
The buyer's billing and shipping address autofill if that information exists on their Contact Record. Otherwise, click "Add Address."
Tip: Click the contact's name on the invoice to open and edit their Contact Record.
Assign Users and Commission
The User field defaults to the logged-in user and pulls their commission rate from their user profile in Account Settings. You can manually change the user or add a second user to the invoice.
Add Inventory, Services, or Title Catalogs
Click "Add Item," and select Inventory, Service, or Title Catalog. Each selection prompts a different pop-up.
Inventory: Displays a list of available inventory. Search and filter to find items and click "Add Item(s)." ArtCloud automatically adds the item's price to the invoice.
Service: Includes fields for a name and picture. Use services for items that don't need to be individual Inventory Records, like framing, handling, or fees. Click "Save," and enter the service's price on the line item.
Title Catalog: Displays available Edition Sets. Use Title Catalog to add Edition Sets to the invoice while keeping the set available for future purchases.
Edit the Line Items
Adjust the price, assign the tax type, or add a discount to each item on the invoice. Changes to one line item won't affect other items on the invoice.
The Tax dropdown tells ArtCloud how to calculate the tax for the item. Select from Sales, VAT, and GST options. Read more: Manage Tax Rates.
Click the red trashcan icon to remove an item from the invoice.
Add Taxes, Shipping, and Other Details
Use the Totals section to apply invoice-wide discounts and add promo codes, taxes, and shipping.
Note: Configure tax rates in account settings to automatically apply a default tax rate to all invoices and have a list of tax rates to choose from. Read more: Manage Tax Rates.
ArtCloud automatically adjusts the invoice total as you change the price, tax, discount, and shipping.
Include Invoice Comments and Notes
Add any invoice comments, like a confirmation message or return policy, in the Comments section.
Tip: Add default invoice comments in Account Settings >> Collateral Style >> Default Settings so all invoices start with the same details. Read more: Default Invoice Comments.
Enter internal notes in the Private Notes field and add tags and origins in the Tags section.
Add and Process Payment
Collect and process invoice payments in two ways:
1. From the Payment Tab
Navigate to "Payments" and click "Add Contact Payment." Adjust the payment amount, date, type, method, and notes in the pop-up.
If you have Stripe integrated, set the Payment Type to "Credit/Debit" to enter or select the buyer's card and charge it directly.
If the buyer paid another way or if Stripe isn't integrated, set the Payment Type to "Other" and fill in the method field.
Note: Recording an Other Payment does not process funds. Only Stripe transactions charge the buyer's card.
2. Through a Remote Pay Link
Generate a link for the buyer to enter their payment details. Read more: Remote Pay Links.
When the invoice is paid in full, the Invoice Status changes from Open to Closed.
Other Tabs
Refunds: Lists any refunds on the invoice. The refunded amount also appears in the Invoice and Payments tab. Read more: Issue a Refund.
Shipping Labels: Generate shipping labels using Shippo.
Purchase Orders: Lists purchase orders associated with items on the invoice. Create purchase orders from the Logistics & POs tab or the black action ribbon. Read more: Logistics & Purchase Orders.
Export, Email, or Print
Share the invoice three ways:
Export: Downloads a PDF of the invoice. If you've enabled a Remote Pay Link, the link appears on the download.
Email: Embeds the invoice into an email draft. If you've enabled a Remote Pay Link, the link appears in the embed.
Print: Prints the invoice
For each option, select an Invoice Template and customize what information appears on the invoice.
