Tag: invoices

Using Batch Invoicing and Email to Save Time in SapphireOne
An invoice is a formal record of work completed and provides clarity for your clients on what they are being charged. The ability to track invoices that have been sent, paid, or are outstanding is fundamental to maintaining healthy cash flow.

Creating and sending large volumes of periodic invoices can be time-consuming. However, delayed or missing invoices can negatively impact cash flow and customer experience. This is where batch invoicing becomes invaluable.

What Is Batch Invoicing?

Batch invoicing allows multiple invoices to be grouped and processed together. It is designed to handle high volumes efficiently, reducing repetitive data entry and minimising the risk of human error.

Batching can be scheduled according to your workflow requirements — weekly, monthly, or at any other nominated interval. Instead of processing and emailing invoices individually, invoices are generated and sent in one streamlined process.

The same principle applies to accounts payable, where multiple supplier invoices can be batched and paid at once, saving time and administrative effort.

SapphireOne Batch Invoicing Functionality

SapphireOne allows you to select groups of invoices and print or email them in bulk. Regular batch invoicing improves productivity by enabling you to bill multiple clients simultaneously, freeing up time for higher-value activities.

Sending invoices on a consistent schedule — such as the same day each month — also encourages more predictable and timely payments from customers.

Getting Started: Batch Emailing Invoices in SapphireOne

Follow these steps to batch email invoices:
1. Open Inventory Mode
2. Select Sales from the top toolbar, then choose Invoices
3. In Print Destination, select Email
4. The Report Type will automatically format to Batch Email
5. In Report Sort Order, choose how you want invoices sorted
6. In Report Selection, choose Include Printed if required
7. Select the appropriate Sequence By fields
8. Click Print to open the Batch Email Invoices screen
9. Select the invoices to be included
10. Under Attach Report, choose the standard report or a Custom Report
11. Tick Import to Document After Send to retain a record in SapphireOne Documents
12. Click Send
Improve Efficiency and Cash Flow

By automating invoice processing and delivery, SapphireOne batch invoicing reduces administrative workload, improves accuracy, and helps ensure invoices are sent on time — supporting stronger cash flow and better customer relationships.

Click for more information regarding improvements and features within the latest release of SapphireOne ERP, CRM, DMS and Business Accounting Software Application. Alternatively, contact our office on (02) 8362 4500 or request a demo.
February 22, 2019
Accounts Receivable Alerts to Improve Invoice Follow-Up and Cash Flow
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
February 14, 2019
It’s Time to Dump Those Old Accounting Books

Gone are the days of handwritten accounting books, bulky ledgers, and carrying paperwork home at the end of the day. Not so long ago, each department relied on its own set of physical books to manage daily operations, carefully updating figures by hand and reconciling information across multiple registers. That approach was time-consuming, restrictive, and prone to error.

By 2018, business has moved decisively online. Organisations are increasingly operating in paperless environments, supported by integrated information systems that deliver automated results, real-time access to data, and faster decision-making. Each department now has its own defined place within a broader information system, allowing data to be captured once, processed accurately, and retrieved instantly when needed.

Modern information systems are designed to do far more than simply record transactions. Accounting software, for example, now plays a central role in managing budgets, capital expenditure, and operational costs. It provides visibility over assets and liabilities, supports cashflow forecasting based on historical trends, and generates essential reports such as profit and loss statements, balance sheets, and analytical insights. These tools help organisations understand their financial position clearly and take proactive steps to remain profitable.

Human Resources systems have also evolved significantly. Tasks that were once handled manually—payroll processing, timesheets, employee benefits, training records, recruitment, and performance tracking—are now managed within dedicated HR platforms. These systems support workforce planning, cost control, and employee engagement, while reducing administrative overhead.

Marketing and sales operations benefit in a similar way. Marketing information systems support sales activity, interactions with dealers, suppliers, and brokers, and provide tools for market research, customer feedback, and targeted campaigns. By centralising this information, organisations can identify growth opportunities and respond more effectively to market demand.

Inventory management systems further strengthen operational efficiency by supporting purchasing, sales, invoicing, and delivery reporting. Accurate, real-time inventory data helps ensure resources are used effectively and stock levels align with business needs.

Operations management ties these elements together by defining procedures, allocating resources correctly, and supporting workflow through incident reporting and issue resolution. This ensures processes remain on track and problems are addressed before they reoccur.

In 2018, the shift away from traditional accounting books is no longer a trend—it is the standard. Integrated, paperless systems now underpin efficient, modern organisations. By moving to a comprehensive solution such as SapphireOne Accounting Software, SapphireOne ERP Software, and SapphireOne CRM Software, businesses can leave manual processes behind and embrace a smarter, more connected way of working.
February 13, 2018
5 Tips for Selecting Business Accounting Software
Using Accounting software in your business helps to not only manage your financial transactions, it can also help to avoid the common mishaps that can happen using manual accounting methods.

Business Accounting software helps you utilise your resources in an effective way. The accuracy that it ensures helps the organisation to avoid common errors and thereby impacting your business in a positive way. Accounting software brings efficient data entry and the information gathered, allows you to make more informed decisions.

So, an Accounting software package that best suits your organisation, is of significant importance. Selecting the correct Accounting Software to suit your business can not be done in a day and you also have to keep up with the trends due to evolving technology and needs.

5 Tips for Selecting the correct Business Accounting Software Package
1. Business Needs – Decide on the kind of accounting software that best addresses your business needs, Online or Offline. Talk to your employees and know what they are expecting from the accounting software. It is very important to know the key features and requirements employees are looking for in a Business Accounting software package. Make a list of their recommendations and find out what is the best possible software available in the market based on these recommendations.
2. Budget – Everything depends on the budget, so it is important to decide on your budget early. Inquire about the hidden costs like maintenance, upgrades and additional services.
3. Research – After deciding on your requirements and budget, it’s time for some research. Ask your partners, suppliers, distributors and employees if they know anything about a particular software. Check out some software blogs, read the client testimonials, reviews and do the price comparison. Shortlist the best available software for the organisation.
4. Features – Inquire about the common features of the business accounting software and cross check it with your accounting needs. Ask them what is the unique selling point of their product and how their software can add value to your business. Inquire about access controls to the data and how much training is needed to be proficient with the software package.
5. Demonstration & Post-Installation Support – Request a demonstration of the software and bring all the key people involved in accounting for that demonstration. Let the employees contribute and voice their opinions on whether they feel the business accounting software package will meet their needs. Do some sample transactions for invoicing or payroll to check the efficiency of the software. Inquire about the post-sale and post-installation support for the software.
SapphireOne gives the ultimate accounting software experience and has all the benefits of SapphireOne Accounting Software, SapphireOne ERP Software, and SapphireOne CRM Software.
February 12, 2018