When sending invoices, it is important to consider your working method. This includes the text on your invoice, accompanying emails, payment method, and invoice due date.
You can set up this working method in Congressus via an invoice workflow. You can manage these workflows in Congressus Manager via ‘Settings > Financial > Invoice workflows’.
You can create multiple workflows so that you can differentiate between, for example, the payment term, the payment method, and the accompanying texts.
Tip: make invoice workflows as general as possible so that you don't have to constantly create new invoice workflows. It is also useful to create a standard invoice workflow for, for example, membership fees.
Invoice workflow settings
An invoice workflow consists of steps. Below, we explain the settings per step.
Sending
You send the sale invoice in the first step of the workflow. In the payment conditions you can state the payment term and payment options.
Settings
Name - give your workflow a distinctive name
Language - the language of the invoices and emails in this workflow
Sender - the sender the emails are sent from
Memo - for internal use only
Direct debit
Use SEPA Direct Debit - check this box to collect an invoice via direct debit where possible*
*In order to collect an invoice, we check whether you have set up a direct debit contract and whether the member has a valid IBAN and authorization. Read more about collecting invoices.
With direct debit enabled, extra fields appear labelled direct debit. Congressus Manager automatically sends the right texts based on the invoice's payment method.
Payment conditions and payment term
Payment conditions on invoice - this text appears at the bottom of each invoice
Payment conditions for direct debit - this text appears at the bottom of invoices collected via direct debit
Sale invoice due after - the number of days until the invoice's first due date
Delivery method and email
Delivery method - choose Send manually or Send by email; with direct debit you also set the Delivery method for direct debit
Email for invoice - subject and message of the email for an invoice paid by bank or iDeal | WERO
Email for direct debit - subject and message of the email for an invoice collected via direct debit; check Email for direct debit is the same to use the email for invoice
Email on reversal - check Send email when reversed to email the member when a direct debit is reversed
Credit invoices
Unless you set separate texts, a credit invoice shows the regular payment conditions and is sent with the email for invoices.
Use separate payment conditions for credit invoices - check this box to show separate payment conditions on credit invoices
Use a separate email for credit invoices - check this box to send credit invoices with their own subject and message
When you check a box, a default text is filled in that you can edit.
First, second and last reminder
You use the first reminder if the invoice is not paid after the first due date; the second and last reminder follow if it is still not paid after that. Each reminder is a step of its own with the same settings. Above each step you can see on which day after sending the invoice the reminder is sent.
Email for first reminder - check Use first reminder and fill in the subject and message (in the next steps: Email for second reminder and Email for last reminder)
Send first reminder automatically when invoice is due - check this box to send the reminder automatically
Payment term - under Due after, enter the number of days until this reminder's due date
Payment
You can set an email to be sent as confirmation after payment of the invoice.
Send payment notification - check this box to send a payment confirmation by email**
Email for payment - subject and message of the payment confirmation
** Please note: invoices paid by direct debit will not receive a payment confirmation via email