Tag: invoicing

Accept Online Payments via PayPal for Faster Invoice Settlement
It’s the never-ending heartache for business owners, unpaid invoices. Not only does it affect your cash flow but staff productivity in admin and chasing up funds. With PayPal integration into SapphireOne, you can start sending online invoices with a PayPal link.

Customers can then make online payments instantly with their credit card, debit card or PayPal account.

Start getting paid as soon as the job’s done.

Benefits of using PayPal and SapphireOne ERP

In a nutshell, SapphireOne ERP will efficiently manage and automate your back office functions relating to accounting, inventory, sales, customer relationships, human resources and more. PayPal provides an easy, fast and secure solution for payment of invoices online.

For your customers, offering PayPal gives them more payment choices. The trusted and secure brand will reassure customers and encourage payment. It provides an easy and fast way to pay with the added bonus of less admin on their side.

SapphireOne, your business engine, will automate invoice processing. Invoices will be marked as paid, transactions of receipts and fees synced into your Bank Rec for processing. No more manual entering of data. The Sapphire Web Pack allows you to invoice on the go, to create, email invoices, and accept payments from anywhere, anytime, on any device.

Quick and easy steps to connect

We have programmed, free of charge, PayPal into SapphireOne. Follow the steps below to start seeing your money sooner.

In MacOs:
- Go to Mode drop down and select Utilities
- In the top toolbar select Controls
- Click on Master Defaults
- On the left under Utilities Mode there is now Page drop down
- Scroll down and click on API
- In the API screen, go to PayPal
- Paste in your PayPal details. In Payment Sync- nominate the time for SapphireOne to sync (usually overnight), then tick the Box to include payment link on sales invoice.
In Windows:
- Go to Mode drop down and select Utilities
- In the left navigator select Controls
- Click on Master Defaults
- On the left under Utilities Mode there is now Page drop down
- Scroll down and click on API
- In the API screen, go to PayPal
- Paste in your PayPal details. In Payment Sync- nominate the time for SapphireOne to sync (usually overnight), then tick the Box to include payment link on sales invoice.
SapphireOne and PayPal- powering together to get your cash flowing.

For more information, SapphireOne ERP, CRM, DMS Business Accounting Software, contact our office, call on (02) 8362 4500, or request a demo.
September 17, 2019
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
Why Your Organisation Needs ERP Accounting Software
It is vital for managing all financial aspects of your day to day business activities.

You can perform basic accounting tasks such as generating financial reports, invoicing, tracking income and expenses. Accounting software manages your financial data and analyses sales performance and cashflow which ensures you make informed decisions.

All organisations have to perform a number of tasks to make their company financially successful, ERP Accounting software is an essential investment for any business large or small.

SapphireOne ERP CRM DMS Accounting software is designed to help companies introduce accounting accuracy to achieve peak financial performance. SapphireOne ERP CRM DMS is built to comply with international accounting standards and principles, providing comprehensive reporting functionality to assist in reviewing company performance. SapphireOne ERP CRM DMS is a unique accounting software.
- Managing Cash Flow – One of the biggest challenges for any business is to manage cash flow efficiently, organisations and business owners need to keep records of all the cash coming in and going out of the business. SapphireOne ERP CRM Accounting software enables business owners to manage their business cash flow management of expenditure and keeps track of the financial status of the company easily.
- Invoice Tracking with DMS – Invoice tracking is very important for any organisation’s success. SapphireOne’s in-built document management system (DMS) allows you to attach all supporting documentation by simply clicking on SapphireOne’s paperclip in any related transaction and ensures easy invoice tracking.
- Time Saving and Accuracy – SapphireOne ERP Accounting software quickly performs different tasks such as invoicing, sending payment reminders, paying vendors, reconciling bank accounts and generating reports. SapphireOne ERP accounting software provides fast and accurate information. SapphireOne provides a clear and accurate view of the financial standing of your organisation to assist you in managing your business and making informed decisions.
- Accounts Receivable – The Accounts Receivable module in SapphireOne’s accounting software is for the entry of all transactions that are involved with Income for the organisation. This may be through Cash Sales or Client Invoices etc. Client accounts are managed efficiently with customer tracking, invoice management, activity analysis, receipt and cash receipt processing.
- Accounts Payable – The Accounts Payable module in SapphireOne’s accounting software handles all transactions that are involved with the payment of vendor invoices for the company, this includes the tracking of cash, credit card and eft and other types of payments.
- Financial Reporting – SapphireOne ERP CRM DMS accounting software has comprehensive reporting functionality which allows you to analyse all aspects of your financial accounts. Designed with flexibility in mind, SapphireOne reports can be designed to meet your requirements and can be sorted by multiple criteria with numerous levels of details to choose from. Strong reporting tools are essential to your organisation and are fully integrated within the SapphireOne ERP CRM DMS Accounting Software application suite.
For a sneak peek at the full capabilities ERP, CRM, Accounting Software, Human Resources, Payroll, Assets and Document Management, check out SapphireOne and request a live demo, it is everything you’ll ever need to make your company management a success. Know more about us.
August 8, 2018
Invoicing Made Easy with SapphireOne Accounting Software for Faster Billing
A good Accounting Software puts you in control of your finances, your time and your business. It lets you save time on managing your finances so you become more efficient in running your business. Invoicing is one of the most important accounting functions for start-ups as well as medium sized enterprises. Many businesses need help with handling invoicing efficiently. There are a range of accounting software available in the market that improves invoicing performance. If you are looking for an accounting software for managing and tracking your billing easily, then that is where SapphireOne comes in.

Accounting Software is one of the most powerful tools any business can have to take control of their finances and stay on top on their business. SapphireOne Business Accounting Software is designed to manage your invoicing quickly and easily as it has many useful features, that are so easy to use. SapphireOne is an on-premises Accounting Software which also has an integrated web-based solution called Sapphire Web Pack. This Web Pack solution allows unlimited users to access parts of the live data file from a mobile device or any device that has a browser which allows you to do quotes, orders and invoices on the go.

Once SapphireOne software suite is installed, the user simply needs to login to the system using a desktop computer or via any mobile device. There is no need to purchase, install or download any other software to use SapphireOne Business Accounting Software. Anyone can operate it and there is minimal training required. Even people with basic computer skills can use it as the software is easy to follow and has no accounting jargon.

What you can do with SapphireOne Accounting Software?

You can do a lot of things with Sapphire Business Accounting Software. Here are some of the key things business owners can do easily when it comes to invoicing using this software.
- Customisable invoices
- Entering cash reports
- Entering client invoices
- Entering cash payments
- Entering vendor invoices
- Entering credit memos
- Entering vendor payments
- Entering vendor refunds
Benefits of Using SapphireOne Accounting Software for Invoicing

Businesses can obtain a wide range of benefits by using SapphireOne Business Accounting Software, including:
- Simple and easy way to create and send invoices
- Fastest way to receive payments as clients receive the invoices instantly
- Automated reminders of when invoices are due
- Clients can view them at anytime from anywhere with any device
- Clients can print their own paper copies if they need them
- Clients can create their own statements anytime from anywhere
- Clients can create their own copy if they need a copy because they misplaced their copy
- Reduce costs associated with paper, envelopes and postage fees
Handling invoicing with SapphireOne

SapphireOne is an easy to use Business Accounting Software designed to help you with organising your finances. It is simple and easy to use, so the user does not need to read long manuals on how to handle invoicing.

Not in the office? With SapphireOne, you are not tied to your office computer. You can manage everything from anywhere with one easy web pack solution through your mobile or any device with a browser. You can invoice from anywhere. You can have your customers accept your quotes, view and pay their invoices via the Sapphire web pack solution.

SapphireOne prides itself on delivering world class Business Accounting Software to handle invoicing easily, letting you receive money from your customers and pay (to vendors) without hassle. It allows you to focus on running your business more efficiently.

Invoicing is a time consuming task traditionally, but not with SapphireOne Accounting Software. SapphireOne software will speed up your invoicing. SapphireOne and Sapphire software is compatible with Windows and Mac operating systems. It is a highly scalable solution, with the ability to support unlimited users concurrently.

Request a demo today, the purchase of accounting software is an important investment, don’t leave it to chance.

Read More – Project Accounting And Invoicing
September 18, 2017
How to enter a Client Invoice (Sales)

The process of client invoicing is a critical stage in any ERP system, as it finalises the commercial and accounting documentation of a sale. In SapphireOne, the Client Invoice completes the sales cycle by formally recording revenue, updating inventory where applicable, and ensuring accurate cash flow and profitability reporting.

Sales Client Invoicing in SapphireOne

Client invoicing within SapphireOne typically follows earlier stages in the sales process, such as a Sales Quote and/or a Client Order. By integrating sales transactions with material management, SapphireOne ensures that inventory levels, cost of goods sold, and financial postings are handled automatically and consistently.

This integrated approach provides accurate data for analysing sales performance, measuring profitability, and supporting production planning, while also maintaining an efficient flow of goods and services from inventory to clients.

Converting Client Sales to Invoices

The process of converting a Client Quote or Client Order into a Sales Client Invoice begins in the Sales Transaction Inquiry screen, accessed from the Sales menu in Inventory mode. Users can locate the relevant transaction by searching for the Client ID using the Find function, or by entering the internal reference number associated with the quote or order.

Once the Client Order is ready for delivery, conversion to a Sales Invoice is straightforward. Quantities can be reviewed and adjusted if required, after which the user selects the Convert option on the second screen. SapphireOne then generates the Sales Invoice, which may be printed or emailed along with the associated packing slip or delivery docket.

Delivering Multiple Orders

SapphireOne also supports the conversion of multiple orders into Sales Client Invoices in a single process. This functionality, known as Delivery, is accessed from the Process area of the Sales menu and allows several client orders to be delivered and invoiced together, streamlining high-volume sales and dispatch operations.

All Client Invoice functionality is accessed from the Sales menu in the Inventory module. The accompanying video demonstrates the full process of entering and converting Client Invoices within the SapphireOne ERP, CRM, and Accounting Software solution. The Client Invoice is the third data entry item located in the Sales menu.

September 28, 2011