Invoice and get paid

The wedding is over and the tents are back. Now the money: invoice Landmark Venues, collect, pay your suppliers and get it all to your accountant. Filmo keeps documents and money separate, so each of these is its own step.

Invoice and collect

1. Create the invoice From the order, «Documents» → «Add» → «Invoice»: for everything, a period or a percentage. You can also invoice from a quote, a proforma, several orders of a project or a repair ticket, or start from blank. See Create an invoice from an order and Invoice part of an order.
2. Approve it «Approve» gives it its number from the series and locks it; it never goes back to draft. See Approve an invoice.
3. Send it «Send» emails it. See Send a document by email.
4. Collect Record the payment with «Add payment» in the invoice's «Payments» card or in Treasury. The client can also pay from the client portal, and an invoice paid by direct debit gets its SEPA receipt. See Record a payment or collection.
5. Correct it, if needed «Void» keeps the number; «Convert to» → «Credit note» issues a credit note. See Correct an issued invoice: void or credit note.

For direct sales with no identified client, the simplified invoice follows the same cycle in the same list. See How simplified invoices work.

Manage the money

1. Set up your accounts Create a treasury account for each bank account and cash box. See Create a bank or cash account.
2. Record and assign payments Record each payment in or out and assign it to one or more documents, or keep it on an order. See Assign a payment to an invoice or supplier invoice.
3. Set up direct debit, if you use it For SEPA direct debit you need the client's mandate, a receipt per invoice, a remittance and the file for your bank. See How SEPA direct debits work.
4. Collect online With Stripe connected, clients pay invoices and advance payments in the portal, and the payment appears on its own in your Stripe account in Treasury. See How online payments from the client portal work.
5. Keep control Use the cash count and cash flow, and check your bank statements against Filmo yourself. See How the cash count is calculated and Bank reconciliation.

Pay your suppliers

1. Order from the supplier Create a purchase order; «Approve» gives it its number. See Create a purchase order.
2. Receive it Receiving what arrives adds it to your stock. See Receive a purchase order into stock.
3. Record the supplier invoice «Convert to» → «Provider Invoice», then pay it. The purchase order counts as forecast cost of the order and the validated supplier invoice as actual cost. See Record and validate a supplier invoice.
4. Settle with consignment owners, if any Use a purchase order of the «Consignments» type. See Settle an owner's share from an order.

Send it to your accounting

Filmo doesn't send anything to an accounting program on its own. Xero, QuickBooks and Holded are fed by workflows you install from templates. See How the Xero integration works and Accounting templates and the order to install them.

What doesn't happen on its own

• Issuing an invoice doesn't collect it, and the payment status doesn't change the document status.
• An advance payment on a quote or proforma doesn't issue an invoice.
• Filmo isn't connected to your bank: it doesn't import statements or reconcile on its own. Only Stripe payments and payouts arrive automatically.
• An exported SEPA file doesn't prove the bank has collected. Record each collected or returned receipt.
• The e-invoice is downloaded, not sent: Filmo doesn't submit invoices to the tax agency or to an e-invoicing provider.
• Filmo doesn't check that what a supplier invoiced matches what you ordered or received.

What happens next

That's the whole cycle. To see how the business is doing, see Analytics in Filmo.

Related resources

• How invoices work
• How Treasury works
• How purchasing works
• Sales activity: invoiced, collected and pending