Contracts - automatic quoting and invoicing
- Luka Žic (Unlicensed)
Introduction
The Marinacloud automatic quoting and invoicing add-on allows you to set up contracts for which the Marinacloud system will issue quotes and invoices automatically based on your pricelist.
This system allows you to save priceless work hours on renewing the dozens or hundreds of contracts in your marina and prevent any potential mistakes due to the human factor, all the while providing your with continuous insight on the status of each individual contract, quote and invoice generated.
In order to make a contract eligible for automatic quoting and invoicing, simply add the tag “Automatic invoicing to that contract. If you wish for any reason to cancel a contract’s automatic invoicing, simply remove this tag.
Process flow
Once a contract has the Automatic invoicing tag, the entire process is set in place.
When a contract’s billing period is close to expiring (normally 60 days), a quote will first be automatically generated and emailed to the customer according to your active pricelist. The same as with manual invoicing, the contract’s status will be automatically changed to ACTIVE/RENEW and the quote will be visible on the contract dashboard.
On the day of the expiration of the contract’s billing period, an invoice based on the previous quote is automatically generated and emailed to the customer. The contract will change status to ACTIVE/CHARGED, and the initially generated quote will change status and be removed from the contract’s dashboard.
Process monitoring
It is vital that you have continuous insight into all documents (quotes and invoices) generated by the system in order to allow you to intervene in case of any exceptions or special cases.
Every document generated and emailed to the customer will also be emailed to your email address as set up in the administration part of Marinacloud.
Additionally, you will receive a separate email every morning as part of the daily monitoring procedures, indicating all quotes and invoices generated automatically during the past day.