The Client Billable sub-module allows you to keep track of all your items that are currently billable to a specific customer, contract, and project.

This information is useful as it allows you to keep track of any sources of income that are yet to be paid. A billable customer is a customer that has an active and open account with your company and who owes your company money for a product or service. The Client Billable sub-module allows you to view your current billable clients so that you can ensure that you are being paid for the work that you do for customers.

1. Go to Sales Management > Client Billable

2. Click the 'Customer Approval' tab

3. Use our search filter to view which customer owes you for a service or product, and whether that cost was related to a particular project and/or contract.

4. Select the items you'd like to send for approval and click 'Send to Customer'

No, your customer doesn't need to remember a log in to access the system.

When you send your customer billable items they will simply receive an email with a secure link. All they need to do is click the link in order to visit a webpage with the timesheets/ expenses on. Here they can approve and reject as necessary.

Only Process Administrators and Owners can see the customer approval tab and send items for approval.

Managers will need to be promoted to administrators to gain these permissions. For more information on how to do this, click here.

In Clarity365 you can use Client Billable to send timesheets & expenses for authorisation.

You can check whether they have been authorised or declined in the Sales Management > Client Billable module. 

Click here to see a tutorial.  

The Quotes and Invoices modules allow you keep track of your cash flow.

An invoice is sent to a customer to let them know that they owe you money, usually with a pre-arranged payment date. Invoices can be sent directly from Clarity365 as long as you have set your customer up in your Clarity365 system in the Customers and Suppliers Module and have registered an email to send the invoice to.

To find out how to set up a customer, please click here.

Creating a new invoice in Clarity365 is simple as your timesheets/ expenses assigned to the customer are already included for you.

To see how to create a new invoice, click here.

After you have sent the invoice to your customer they will be able to approve or reject the invoice to let you know if payment is on its way.

To find out if the invoice has been approved or declined, you first need to go to Sales Management > Invoices. On the Summary tab scroll down to the ‘Invoices Summary’ table and expand the relevant customer to view the invoices.

Click the ‘View’ icon next to the invoice. If it has been approved or rejected it will show a short message letting you know & the date and time it was approved/ rejected.

The awaiting payment symbol will remain as a triangle until you mark the invoice as paid. It will not change when the client has approved it.

Once you have marked the invoice as paid, or partially paid the ‘Awaiting’ triangle icon will change to a green ‘Paid’ circle icon.

Click here for more information on finding out if an invoice has been approved or declined.  

At the moment you can not tell if an invoice has already been sent to the customer.

The best way to keep track of your invoices is to send the invoice straight from creation or keep a note of when the invoice was sent.

We will be adding a message to let you know like when the invoice has been approved in a future release.

To download all of the invoice that have been approved by your client you will need to go to Sales Management > Invoices.

Then select the Statements tab. Select the dates you would like to export from the date range and click ‘Search’. A list of statements will appear. You can filter these by Status, Customer etc.

Once you have selected the invoices you would like to export click the green ‘Export’ button at the top of the page.

Creating a quote on Clarity365 is simple. Choose the customer and your time and expenses are already included for you.

To see how to create a new quote, click here.

You can also add lines to an invoice manually.

To do this follow the steps to create a new invoice but instead of selecting the product/ service you want to add, instead choose 'Manual Entry'.

Then you just need to fill in the form with the details such as the items description, quantity and net price. You can also enter a discount and VAT rate here.

The Inventory is a summary of all the goods and/or services that your company currently supplies.

You can also see how much stock you have regarding your goods and/or services. To manage your inventory, create new categories and products/services within the categories as necessary.

Find out how to add items to your inventory here.