Tag: Invoice Management

  • Accounts Receivable Alerts to Improve Invoice Follow-Up and Cash Flow

    Accounts Receivable Alerts to Improve Invoice Follow-Up and Cash Flow

    SapphireOne Workflow with Accounts Receivable Alerts Enables Friendly Reminders to Employees and Customers

    Maintaining healthy cash flow requires consistent and proactive invoice follow-up. While businesses often focus on driving sales, extending credit, offering discounts, or relaxing payment terms to win customers, revenue is meaningless if invoices are not paid on time.

    Late payments can quickly lead to cash flow constraints, affecting your ability to pay vendors, meet payroll, and fulfil other financial obligations. Customers may delay payment intentionally or simply forget, making it essential to track invoice dates, due dates, and outstanding balances accurately.

    Accounts receivable alerts help you stay in control of your invoicing and reduce the risk of overdue payments.

    Automating Invoice Follow-Up with SapphireOne Workflow

    Effective collection processes should be consistent, structured, and automated wherever possible. Automating accounts receivable follow-up reduces reliance on manual tracking and minimises the risk of errors.

    SapphireOne ERP allows you to configure workflows that trigger alerts based on receivables ageing. These alerts can notify relevant employees when invoices are approaching their due date, are due, or have become overdue. Friendly reminder emails can also be scheduled and sent automatically to customers.

    SapphireOne supports unlimited workflows, enabling flexible credit control strategies tailored to different customer groups and payment terms.

    Best Email Practices for Invoice Reminders

    Using the right tone and timing is critical when requesting payment. Well-structured reminders help maintain positive customer relationships while reinforcing payment expectations.

    Before the Due Date

    Send an initial reminder approximately one week before the invoice due date.

    • Keep the tone polite and friendly
    • Reference the invoice number in the email subject
    • Keep the message brief and informative

    This reassures customers that your invoicing process is well managed.

    On the Due Date

    On the invoice due date, send a short reminder.

    • Include the invoice number in the subject
    • Indicate that payment is due today
    • Keep the message friendly, as the invoice is not yet overdue

    After the Due Date

    If payment becomes overdue, a firmer approach may be required, depending on your credit terms.

    • Clearly state the invoice number and how long it has been overdue
    • Request payment and outline available payment methods
    • Advise of any consequences if payment is not received within the specified timeframe

    Improving Cash Flow Through Automation

    By combining automated workflows with structured communication, SapphireOne helps businesses maintain control over accounts receivable, reduce overdue invoices, and improve overall cash flow — without damaging customer relationships.

    Click for more information regarding improvements and features within the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Application. Alternatively, contact our office on (02) 8362 4500 or request a demo.

    How to set up your workflow in SapphireOne
  • New ERP Accounting Software Features in SapphireOne for Invoice & Inventory Efficiency

    New ERP Accounting Software Features in SapphireOne for Invoice & Inventory Efficiency

    Press Release SapphireOne ERP Accounting Software new features - PDF Capture, Periodic Invoicing and MRP function.

    Press Release 
    SapphireOne Pty Ltd (SapphireOne), an Australian ERP Accounting Software vendor, has been recently enriched with a number of new features. SapphireOne is known among its clients as a live work in progress solution. Unlike other ERP Accounting Software solution, a live work in progress means that SapphireOne can respond immediately to specific customer requests. As a result of this, PDF Capture, Periodic Invoicing and MRP functionalities now have been added to the SapphireOne ERP Accounting software suite.

    Greater control over inventory management and invoice processing

    • PDF Capture eliminates manual vendor invoice processing and enhances data accuracy.
    • Periodic Invoice efficiently streamlines invoicing by consolidating recurring invoices into a single bill.
    • The MRP function fulfils customer requirements while maintaining a tighter control over inventory stock levels

    1. PDF Capture

    The SapphireOne accounting system already has a function that provides for the storing of documents of all types within the data file. So the additional functionality of scanning PDF documents, known as PDF Capture, from within the software itself, is a natural progression to make this procedure easier and faster for users. The SapphireOne system makes use of the fact that a PDF contains both characters and numbers that may be read by the Software. This means that SapphireOne can directly create transactions when electronically received PDF’s are read by the system. Since the system is directly reading numbers and characters, the transactions created are accurately entered and so required little or no modification before any processing.

    To Learn More about PDF Capture, visit: Eliminate Manual Vendor Invoice Processing Sapphireone Pdf Capture

    2. Periodic Invoice

    Periodic invoicing has now been included in the standing transaction function of the SapphireOne system. This new Periodic Invoicing function allows consolidation of invoices to a particular client or vendor, at specified intervals. Even though the invoices that will go to create a periodic invoice, will be entered by different users, the system will automatically consolidate these to a single periodic invoice that the accounts manager will check and process. This will reduce or eliminate any errors, lessen administration tasks. and minimize the time taken for data entry for account managers and users alike.

    To Learn More about SapphireOne Periodic Invoicing, visit: Streamline Invoicing Efficiency Periodic Invoice

    3. MRP Functionality

    Material Safety Data Sheets (MSDS) functionality was added at the beginning of 2017 in the SapphireOne ERP system. Now Material Resource Planning (MRP) has been added as well. MRP will allow efficient inventory management systems that will provide opportunity to keep a minimum stock level while satisfying customers’ requirements on a continuous basis.  This is calculated by using historical data and lead times that must be entered into the SapphireOne system beforehand. It is basically an Artificial Intelligence (AI) setup which accesses historical data already in the system, for better forecasting of inventory stock level management in future points of time, i.e. weeks, months or even a year in advance.

    “SapphireOne manages our inventory, clients and vendors. It’s a well-integrated ERP software that covers sales, purchasing, General Ledger, payroll, super and a number of other tasks.” Don Nichols, Administration Manager at Team Digital, Western Australia.

    To Learn More about SapphireOne MRP system, visit: Mrp Software Improves Inventory Management

    Source : New Features Of Sapphireone Erp Accounting Software Streamlines Invoice Processing And Inventory Management