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Best Invoice Management System

Feb 10th 2020 at 11:23 PM

In this post we should concentrate on what makes the best tools for an invoice management system. Is it features, pricing, integration, usability? I believe that the answer is that all of these should be done in order to help you get paid more quickly and to increase customer satisfaction. All this can be achieved and still affordable by an invoice management system, only if a customer portal is included, which we will explore later in the article.

Let's start with the features. The basic features should include the ability to estimate and invoice and email them via the system. Without the e-mailing feature, the invoice management software becomes almost useless if you are forced to export the estimate or invoice manually to PDF and send your e-mail. In addition, e-mail notifications should be included so that you are notified when the e-mail is sent and viewed by the user. Again, the system is useless because you still have to chase down the customer if you only perform the email but do not include any notifications.


I'd like to address the consumer interface at this stage. This is because there should be a workflow where the customer should be able to click on the secure link in the email when you e-mail the estimate (we'll discuss invoices very soon). Once clicked, log them into the customer portal and show them the estimate with the Accept option to convert to an invoice. When the invoice is shown, a "Pay Now" should be provided. This allows you to maintain your hand in the air while the system helps you get paid faster. Again, this workflow is not possible without a customer portal.


Often relevant are payment options. The system should include one-time deposits, partial deposits and subscriptions so that you can pay easily and get paid faster. In addition, the customer's credit card profile should be saved so that they can simply select it from a list of previously used credit cards when they want to pay again.


The integrations are next. Since most invoice management system solutions for invoice management lack the accounting features necessary for an SMB to run its business. The system should be integrated with an online accounting solution such as QuickBooks. This integration will allow you to still use the major advantages of your invoice management system to help you get paid faster and increase customer satisfaction and then use QuickBooks online for all your accounting requirements.


Lastly, it's down to price. An affordable system should be between $15 and $30/user. The ROI can be seen very quickly because of how much money it saves you, and how fast it will help you get paid faster. Another important note is that some customer portals include invoice management systems, but they set a cap on the number of customers you can have. For example, FreshBooks limits your customer portal to 50 customers, and you need to upgrade if you want more customers. Which seems to be irrational. The client portal should be free of charge.


It should be noted that InfoFlo Pay contains all the above mentioned features, integrations and affordable prices and an unlimited customer portal.


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