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Invoices
Horizon360™ User Guide

Invoices

Horizon360 turns hours of invoicing into a simple task that can be completed in minutes. A pending invoice will automatically generate for every job in H360 and allow you to easily send it to your customers & allow them to pay their bills via credit card or ACH or sent to Quickbooks Online for payment processing.
Horizon360 allows 2 invoicing processes, each with different steps:
1.
Horizon 360 with EVO.
a.
Invoices for you to review & edit
b.
Sending Invoices to customers with Evo
2.
Quickbooks Online
a.
Invoices for you to review & edit
b.
Sending Invoices to QuickBooks or to customers through Quickbooks
c.
QuickBooks Online creates the invoice for you to bill customers.
This article will show you how to manage your Invoices. If you do not yet have any completed and/or contracted Jobs, please see the Jobs & Scheduling articles for more help.
Let's start with Pending Invoices for Jobs that are not under Contracts.

Pending Invoices

Non-Contracted Jobs

1.
Open the Invoices Page.
2.
Search for a specific invoice.
3.
Select an Invoice Frequency to filter if needed.
4.
Select a Customer Type to filter if needed.
5.
The highlighted paper icon indicates a note has been left by the crew
a.
Review any notes prior to editing and/or approving
6.
Click the Pencil icon to edit the services & pricing.
7.
Review the originally scheduled services & prices; edit as needed.
8.
Click Add Another Service if your crews performed an additional service while at this job.
9.
Click Save when finished editing.
10.
Click the "minus" button to archive this invoice if you to not wish to approve it.
11.
The Red Quickbooks icon indicates that this job has data that does not exist in Quickbooks (i.e. Customer, Service, Address).
a.
Clicking this icon will display what information needs to be synced before invoicing.
12.
Select the invoice(s) you are ready to move.
13.
Click Invoice for invoicing options (Evo Options Below, QuickBook options in Sending to Quickbooks).
a.
Request Online Payment – Sends the invoice to your customers with a direct link to pay their invoice online via credit card or ACH
b.
Combine & Request Payment – Combines and send the invoice to your customer with a direct link to pay their invoice online via credit card or ACH
Before we move on to Sending Invoices to QuickBooks , let's look at how  Invoices are created & handled for Jobs under Contracts.

Contracted Jobs

Jobs under Contracts will create Invoices based on the Invoice Frequency set at the Contract. For example, if a job within a contract recurs weekly, but the Invoice Frequency is set to monthly, an invoice will not be created until the end of the month. At the end of the month, one  invoice will be created for all job instances during that month.

Contracts will produce  Invoices regardless of whether the Jobs have been completed or not, since Horizon360 Contracts truly act as agreed-to payment. You can always Archive any Invoices you do not wish to actually bill, but if you prefer to have Invoices created only when jobs are completed, we do not recommend using Contracts. See the Jobs article for more information.
1.
Open the Invoices page.
2.
Invoices for Contracted jobs will have the Contract icon.
3.
Click the Briefcase to see the job(s) completed under this invoicing period (based on the Invoice Frequency set on the Contract)
4.
If you did not complete a job during a given invoice period, no jobs will be listed.
5.
Click the Envelope icon to see if a note has been left by the crew.
a.
Review any notes prior to editing and/or approving
6.
Click the Pencil icon to edit the services & pricing
7.
Review the details of the completed contracted job.
8.
Select if this service will invoice under the normal per-visit Under-Contract price or if it will be a different Add-On price (for now, we will leave the original service Under-Contract).
9.
Add a description if desired.
10.
Whether the service is Taxable or not is determined by the Services Setup.
11.
Click Add Another Service to add the Flower Service your crew alerted you that they completed (step 5a above).
12.
Select the additional Service completed.
13.
Select if this service will invoice under the normal per-visit Under-Contract price (no additional cost) or if it will be a different Add-On price (cost in addition to original contract price for this job).
a.
Selecting Add-On will allow you to enter a Service Price (Under-Contract will not present an additional price to add).
b.
The Add-On Total amount will be automatically calculated.
14.
Add a Description if desired.
15.
Continue adding additional services as needed.
16.
Click Save to finish editing the invoice details of this job.
17.
Once you have finished editing, select the Pending Invoice(s) you wish to bill.
13.
Select Invoice to request payment or send to QuickBooks Online.
•
Note: If you do not wish to bill any of the listed jobs, you may Archive them.
•
Note: The H360 & Evo invoicing process is done at this stage, the following steps are for QuickBooks only.

Sending to QuickBooks Online

1.
Select the job(s) you would like to send to Quickbooks to create the Invoice
2.
Select the Invoice drop down menu to view Quickbooks only options.
a.
Sends the invoice to QuickBooks Online for you to then manually send to your customer (invoice will be “Open” status in QBs).
b.
Send to Customer – Sends the invoice to QuickBooks and then automatically to the customer (invoice will be “Sent” status).
c.
Use the “Combine” options when you want to merge multiple invoices to one and send to Quickbooks.
•
Note: Once you send an Invoice to Quickbooks, it can no longer be edited in Horizon360 and cannot be marked again as Approved, Pending or Archived. Quickbooks allows for certain edits on Invoices, but those changes will not be reflected in Horizon360.
6.
Click Confirm on the popup to send the job(s) to Quickbooks and create the Invoices.
7.
Click Cancel if you are not yet ready to send the job(s) to Quickbooks (i.e. you need to make additional edits).
8.
A popup will appear confirming your Invoice has been successfully sent to Quickbooks.
9.
Click Okay to go back to your Approved list.
10.
Click Go to Quickbooks Account to open your Quickbooks.
You have now successfully created invoices in your Quickbooks account for you to send/bill out to your customers. A copy of the invoices sent to Quickbooks will be retained in the filters tab.

Let's go through Invoices sent to Quickbooks.

Quickbooks Invoices

1.
Click Go to Quickbooks Account to open your Quickbooks.
2.
Customer information is there for confirmation.
3.
A Quickbooks Transaction Link will be added for every Invoice; The link will be in embedded in the Invoice number.
Once your Invoices are in Quickbooks, you should invoice them as you normally would. If you make any changes to your Invoices in Quickbooks, these changes will not be reflected on the jobs in Horizon360. We recommend thoroughly reviewing each job  before sending to Quickbooks, as this action cannot be undone.

If you have any issues invoicing your customers through Quickbooks, reach out to Quickbooks Customer Support using the "Help" button from the top-right of your Quickbooks account.

Continue Invoicing your customers on a regular basis throughout the season to ensure accurate and timely billing.

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