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How Do I Use the Invoicing Module?

Updated over 2 weeks ago

The invoicing module in Tribe CRM allows you to create, send, and manage invoices efficiently from a variety of sources. It provides full visibility of your billing process, from sales opportunities and projects to work orders and subscriptions. You can automate recurring invoices, track outstanding payments, and link your accounting system for seamless financial management. By following this guide, you will learn how to set up and use the invoicing module to maintain control over your billing and cash flow.

Table of Contents

  • What Does the Invoicing Module Offer?

  • Invoicing from a Sales Opportunity

  • Invoicing Directly from a Relation

  • Invoicing from a Project

  • Invoicing from a Work Order

  • Automatic Invoicing for Subscriptions

  • The Invoicing Dashboard

  • Automating Reminders

  • Linking Accounting

  • How Do I Activate the Invoicing Module?

What Does the Invoicing Module Offer?

The invoicing module provides a centralised way to manage all invoices and related financial processes. You can:

  • Create invoices from sales opportunities, projects, work orders, time registrations, and subscriptions.

  • Track invoice status, outstanding payments, and reminders.

  • Automate recurring invoices for subscriptions.

  • Link directly to your accounting system for synchronisation.

  • Generate professional invoices with your corporate branding and email templates.

This ensures that all financial transactions are recorded accurately and efficiently.

Invoicing from a Sales Opportunity

Sales opportunities allow you to invoice while maintaining a complete overview of the sales process:

  1. Create a sales opportunity and link products, hours, and subscriptions.

  2. Specify which items should be invoiced immediately or later.

  3. When creating the invoice, product lines and hours are automatically added to the draft invoice.

  4. Review the invoice and send it with a professional email in your corporate identity.

Invoicing Directly from a Relation

For direct invoicing without a sales process:

  1. Open the relation to invoice.

  2. Click +Invoice.

  3. Enter product lines and other relevant data.

  4. Save and send the invoice immediately.

Invoicing from a Project

Projects allow you to track budgets, hours, profit, and amounts already invoiced:

  1. Open the project you want to invoice from.

  2. Book hours or add products as required.

  3. Create an invoice directly from the project.

Invoicing from a Work Order

Work orders can be linked to a relation, project, or sales opportunity:

  1. Open the work order.

  2. Book hours or add products.

  3. Create and send an invoice directly from the work order.

Automatic Invoicing for Subscriptions

Subscriptions can be invoiced automatically at defined intervals:

  1. Create a subscription linked to a relation, project, or sales opportunity.

  2. Set the invoicing interval (daily, weekly, monthly, annually).

  3. Define the start and end dates for the subscription.

Note: Automatic invoicing ensures recurring charges are generated without manual intervention.

The Invoicing Dashboard

Once the invoicing module is activated, the dashboard provides a complete overview:

  • Track outstanding invoices and those on first or second reminders.

  • Monitor subscription statuses, including pending activations.

  • Access invoices directly from the dashboard.

  • Add custom widgets and views tailored to your workflow.

Automating Reminders

Tribe CRM allows automatic sending of reminders for unpaid invoices:

  1. Configure your reminder templates in Configuration > Activities > Invoice.

  2. Enable automation in the Automations tab.

  3. The system will send first and second reminders based on your conditions.

Did you know? You can exclude specific relations from receiving reminders using the Do Not Send Reminders slider on the customer card.

Linking Accounting

You can synchronise invoices with your own or your accountant’s accounting system:

  1. Click the market stall icon in the top right corner of Tribe CRM.

  2. Follow the prompts to link your accounting system.

This reduces manual data entry and keeps your financial records up to date.

How Do I Activate the Invoicing Module?

Administrators can activate the module easily:

  1. Click the Organisation icon in the top right of the blue bar.

  2. Select Account Settings.

  3. Click Add/Remove Modules.

  4. Tick Invoicing Module and click Get Started.

The module will now be available for all relevant invoicing activities.

Quick Summary

The invoicing module in Tribe CRM allows you to create, send, and manage invoices from multiple sources, including sales opportunities, projects, work orders, and subscriptions. You can automate recurring invoices, track outstanding payments, and synchronise with your accounting system. The guide explains how to activate and use the module to maintain efficient and accurate billing processes.

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