All About Payments & Invoices

All About Payments & Invoices

DOJODIGI Team

Contents:
Benefits
Setting Up Your Payment Gateway
Invoices
Recurring Invoices
Setting Up Autopayments in Recurring Invoices
Invoice Automations
Transactions
Refunds
Documents & Contracts
Orders
Shipping & Tracking
Subscriptions
Payment Links
Products
Coupons
Settings

Efficient financial management is crucial for any business, and DOJODIGI makes it easier than ever with its Payments & Invoices feature. This powerful tool helps you manage your billing processes seamlessly, ensuring that you get paid on time and maintain accurate financial records. Lets delve into the benefits of this feature and provide a step-by-step guide on how to use it.

How DOJODIGI's Payments & Invoices Benefits Your Business:

• Streamlined Billing Processes: Simplify your invoicing workflow by generating and sending invoices directly from your DOJODIGI account. This reduces manual effort and ensures accuracy.

• Centralized Financial Data: Keep all your payments & invoice data in one place, making it easy to track payments, view outstanding invoices, and manage your cash flow.

• Automated Reminders: Set up automated reminders for unpaid invoices, reducing the need for manual follow-ups and helping you get paid faster.

• Professional Invoices: Create professional-looking invoices that reflect your brand, enhancing your business's credibility and professionalism.

• Secure Payments: Offer your clients secure payment options directly through the invoices, making it convenient for them to pay and increasing the likelihood of timely payments.

• Real-Time Tracking: Monitor the status of your invoices in real-time, allowing you to quickly identify and address any issues.

• Integration with Other Features: Seamlessly integrate payments and invoices with other DOJODIGI features like Smart Contacts Management, CRM & Sales Management, and Automation Workflows for a cohesive financial management system.

• Enhanced Customer Insights: Gain a comprehensive view of customer interactions and preferences with Smart Contacts Management and advanced analytics, leading to better targeting and personalized marketing efforts.

• Increased Sales Efficiency: Streamline your sales process with CRM & Sales Management, Infinite Sales Funnels, and Smart Workflow Automations, ensuring your team focuses on high-value activities.

Setting Up Your Payment Gateway

• Navigate to the Payments tab

  

• Click on Integrations

  

• Connect your payment gateway. We recommend Stripe.

  

• It will bring you to the payment gateway page. Follow the instructions to login and configure your payment gateway.

  • Leadconnector is one of our trusted API partners. Our API partners work closely with us to provide you this powerful all-in-one software at unbeatable prices.

    

Invoices:

Invoices Dashboard:

• Go to the payments tab and navigate to the invoices section.

• Here you'll see your invoices dashboard being displayed

  

• The top row displays a summary of all invoices and their associated value.

• Below that is a display of invoice logs. For each invoice, the invoice number, contact, date, invoiced amount and status are displayed.

  

• Next to each invoice there is a 3 vertical dots icon. Click on it to do the following actions:

  

  • Edit

  • Copy Invoice Link

  • Download Invoice

  • Void

  • Clone

  • Convert the existing invoice to a recurring template

  • Record Payment

• Customisation and filtering

  • You may filter invoices to only within a specified period by filling out the start and end date.

  • The search bar allows you to conveniently search for a particular invoice.

  • The filter icon lets you filter out invoices by status and payment method

• To export the displayed invoice log, click on the download button at the far right. The document will be sent automatically to you via email.

Invoice Types:

• Invoice - Send a one-time invoice to the customer right away.

• Recurring Invoice - Send a recurring invoice to the customer at scheduled intervals with a fixed template each time

Creating a new invoice:

• Go to the payments tab and navigate to the invoices section.

• Click on "+ New" and "Create New Invoice" button.

• Click on the boxed sections to edit them. Fill in your own company info, client info etc here.

  

  • Click on the invoice number to edit it

  • Click on the issue date and due date to edit them

  • Note the image displayed is the company image you have uploaded. To change this, go to Payments tab -> invoices -> settings icon (more on this later)

• Click on "add a client" to select who this invoice is for

• Click on "add an item" to add the product you are invoicing this customer. You may edit the product name, pricing etc here as well.

• Click on

  

  • NOTE: Click on the boxed fields above to edit them

• If a payment schedule is required, click on "add payment schedule"

• Add in a custom discount by clicking "Add discount"

• Customize Your Invoice: Add any custom fields, notes, or terms and conditions to tailor the invoice to your needs.

• NOTE: Many of the above boxed options can be preset in settings.

Invoice Settings:

• Click on the settings icon in the Invoice page in the Payments Tab

  

• Here there are several tabs for you to configure your invoices. Notably,

• Business Info and Image (Change and edit the info that shows up about your company in all your invoices)

• Email Configurations (What name and email your invoices are sent from)

• Invoice notes - Standardise them for all your invoices here

• Payment Settings - Set a fixed due date for all invoices and allow partial payments here.

• Product settings - Choose if you want to automatically import product info over to your invoices

• Add custom fields for your invoices

• Customer notifications (More on this below)

• Internal team notifications (More on this below)

Invoice Notifications:

DOJODIGI has prebuilt email templates regarding invoicing that send to your customers and to your staff members/yourself automatically.

We send emails automatically to customers when invoices are issued, invoice payments are successful, invoice payments are not successful, reminder on auto payments and when auto payments are unsuccessful.

We send emails automatically to you and your team when invoice payments failed to send, invoice payments are successful, invoice payments are not successful, reminder on auto payments and when auto payments are unsuccessful.

These prebuilt email templates are designed with simplicity & effectiveness in mind. They are ready-to use. However, if you do wish to customise these notifications,

• Click on the settings icon in the Invoice page in the Payments Tab

  

• Click on notifications

• Head to Customer Notifications or Team Notifications

• For the selected email, click on the drop-down menu to select an existing email template you have made. To create template, head to the marketing tab -> email -> templates -> new. Read more on email marketing here.

• To edit the existing default template, click on preview.

• You may edit the email template with our drag and drop interface. Remember to click save.

  

• You may change the email subject by clicking on the subject line

• The toggle switch next to each email controls whether this email type will be automatically sent or not. Eg) If I turn off "Invoice payment failed" for team notifications, my team and I will NOT be notified when our customers' payment attempt has failed.

Invoice Automations:

If you wish to further customise the workflow of the above pre-built invoice notification automations or simply create brand new ones to suit your unique business needs, head to the automations tab and create a new workflow automation. Just note to turn the toggle switch off for the email notifications that you are replacing with your automations. DOJODIGI's workflows & automations is a powerful tool used to streamline operations and increase your business efficiency. Read more about it here.

Recurring Invoices:

A recurring invoice is a weekly / monthly invoice that you want to send automatically to your customers who bought a recurring service/product and you want to schedule the invoices once and forget it!.

Creating a recurring invoice:

• Select "New Recurring Template" by clicking on New on either the All Invoices or Recurring Templates page.

  

• Set your invoice frequency

  

  • This sets how often(eg monthly every first monday), invoice due date, when the invoice will be sent(eg 2 days before due) and until when( eg never or after x number of occurrences)

  • The above example means the first invoice will be due on 31 May 2024 and the second invoice will be due 2 June 2024. Invoice generation will never stop automatically.

• Edit your invoice template (steps and how are the same as outlined in the "creating an invoice section")

• Remember to save at the top right

• Click on schedule in the top right to start sending the recurring invoice.

View recurring invoice history:

• In the recurring invoice log, click on the 3 vertical dots next to the selected invoice of choice.

  

• Click on "view history"

• Additionally when you view the recurring invoice (click on the 3 vertical dot icon and click "view"), there is also a button to view invoice history.

  

Check invoice status:

Invoice status are displayed in the invoice logs next to each invoice.

Additionally, they can be viewed from accessing the invoice history (refer to above section)

There can be 4 types of invoices status possible

• Sent: The invoice was successfully sent to the customer

• Overdue: The invoice was successfully sent on time but has still not been paid by the customer

• Paid: The customer has paid for the invoice

• Not Sent: There was a system error in delivering the invoice to the customer and the invoice needs to be sent again.

End/Terminate a recurring invoice:

• In the invoice log, click on the 3 vertical dots next to the selected invoice of choice.

  

• Click "end"

• Additionally when you view the recurring invoice (click on the 3 vertical dot icon and click "view"), click on the 3 vertical dot icon and click "end recurring invoice".

  

Set Up Autopayments in Recurring Invoices:

• View the recurring invoice (click on the 3 vertical dot icon and click "view"), click on the 3 vertical dot icon and click "Manage Autopayment".

  

• Fill out the payment details accordingly and enable.

Other Invoicing Info:

Can I modify the price, discount, or taxes from the next occurrence?

• No, you can't change the price, discount, or taxes after you have scheduled the recurring invoice.

• Although you can individually edit the sent-out invoice and send it over again to the customer for specific instances, there is no way to change this in automation as of now.

Can I change the frequency setting of an ongoing recurring invoice?

• No, you can't change the frequency settings after you have scheduled the recurring invoice.

• Create a new recurring invoice for this

Which products can I add to recurring invoices?

Both one-time and recurring products can be added to a recurring invoice.

Transactions

Navigate to the transactions page in the payments tab. Here you'll see all of your transactions(invoices, payment links, e-commerce orders, subscriptions etc) for easy and convenient accounting purposes.

• You may filter transactions to only show those within a specified period by filling out the start and end date.

• The search bar allows you to conveniently search for a particular transaction.

• The filter icon lets you filter out transactions by status, payment method and source type.

• Export your transactions by clicking the download icon on the right

Refunds

Supported Payment Providers

The refund action is available for all payment providers (Stripe, Authorize.net, NMI, and Paypal)

There is no option as of now to refund the subsequent recurring transactions from subscriptions.

Steps to issue a Refund:

Head to Payments > Transactions> Click on the three dots next to the payment you want to refund> then click on Refund.

Full Refund

If you want to issue a full refund, it will pre-populate the total amount of the transaction in this window for you automatically:

What are some beneficial usage cases?

The refund processing feature can be beneficial in various usage cases:

• Resolving customer disputes: In cases where customers are unsatisfied with a product or service, the feature allows businesses to quickly and efficiently process refunds, improving customer satisfaction and trust in the brand.

• Addressing billing errors: If a customer has been charged incorrectly or multiple times, businesses can use this feature to issue a refund promptly, ensuring a smooth customer experience and reducing the potential for negative feedback.

• Handling order cancellations: When a customer cancels an order or service, the refund processing feature enables businesses to process the necessary refunds efficiently, reducing administrative effort and wait times for the customer.

• Managing returns and exchanges: In cases where customers return products or request an exchange, businesses can use the feature to refund the original purchase amount and facilitate a new transaction for the replacement item.

• Offering discounts and promotions: Businesses can use the feature to issue partial refunds to customers in cases where a discount or promotional offer was not applied correctly at the time of purchase, ensuring the

Partial Refund

You can edit the pre-populated amount to anything less than the Full amount of that transaction if you want to issue a Partial Refund.

Note: Anything filled out in the Notes area is for your own record and shows up under the Notes Column in Refund details for the individual Transaction.

Usage cases for Partial Refunds:

The partial refund feature can be valuable in various usage cases:

• Adjusting for pricing errors: If a customer was charged the wrong price for a product or service, businesses could use the partial refund feature to return the difference between the incorrect and correct price, ensuring the customer is fairly charged.

• Offering post-purchase discounts: Businesses may apply a particular discount or promotion to a customer's purchase after processing the transaction. A partial refund can be issued to provide the customer with the intended savings.

• Resolving disputes with a compromise: In cases where a customer is not entirely satisfied with a product or service, but the business and customer agree on a fair compromise, a partial refund can be issued to reflect the agreed-upon resolution.

• Handling partial returns: When a customer returns only part of an order, businesses can use the partial refund feature to refund the value of the returned items without affecting the remaining portion of the order.

• Compensating for damaged or missing items: If a customer receives an order with damaged or lost items, businesses can issue a partial refund to compensate for the inconvenience and value of the affected items.

• Reimbursement for shipping costs: In cases where a customer has experienced shipping issues or delays, businesses may issue a partial refund to cover the shipping costs as a gesture of goodwill.

Where will the refunded transactions be recorded?

All the successful/failed attempts to process refunds will be placed under the Transaction details page. This will help keep track of the refunded amounts within a specific transaction.

 Can I process multiple partial refunds for a single transaction?

 Yes, you can process multiple partial refunds for a single transaction if the cumulative refund amount does not exceed the original transaction amount.

Are Google Pay and Apple Pay transactions supported for processing refunds? 

Yes, Google Pay and Apple Pay transactions and card payments can be refunded from the platform. This will refund the amount with the bank account associated with the corresponding bank account associated with Card or Google/Apple account.

How long does it take for a refund to be reflected in a customer's account?

The time it takes for a refund to appear in a customer's account can vary depending on the payment provider and the customer's bank. Generally, the refund may take four to six business days to be reflected in the customer's account.

Is there a limit to the number of refunds I can process daily?

There is typically no fixed limit to the number of refunds you can process daily. However, it's essential to check with your payment provider to confirm if they have any specific limitations or requirements for processing refunds.

Are there specific user permissions for processing refunds? I don't want to allow some of my business users to process refunds.

As of now, user permissions are not enabled for processing refunds. The best way to identify any refunds made within a transaction is to look at the transaction details. We have user-specific permissions on our to-do list. Businesses can filter any refunded transactions using the direct filter on the Transactions table.

Documents & Contracts

Managing documents and contracts efficiently is critical for any business. DOJODIGI's Documents & Contracts feature provides a streamlined solution for handling your important paperwork. Our Documents & Contracts page lets you upload, create, store, sign & send documents and contracts to your contacts. This feature is not only useful for payments but also various other business needs.

We have a whole dedicated how-to on our documents and contracts feature. Read more here.

Payment Links

Use Payment links to sell without a website! Create a full payment page in just a few clicks to sell to your customers.

Payment links allow customers to securely save and reuse payment details for a faster checkout.

No matter what or where you're selling, payment links are an agile and powerful tool for your business.

Creating and sending a payment link:

• In the payments tab, navigate to the payment links page.

  

• Click on "create new payment link"

  

• You will be brought to our payment link builder.

  

  • enter the product by clicking on the drop down

  • Remember to save

• You may create multiple payment links for multiple products and services etc.

• Once created, obtain the payment link by copying the link URL in the dashboard and sending it to your contacts

  

• Each successful payment will be recorded in the transactions page

Orders

Navigate to the orders page in the payments tab. View all your ecommerce and online orders here on your orders dashboard.

• You may filter orders to only show those within a specified period by filling out the start and end date.

• The search bar allows you to conveniently search for a particular order.

• The filter icon lets you filter out orders by status, payment method and source type.

Shipping & Tracking:

Editing Shipping Info

• Shipping information is edited in the settings page

  

Add Shipping & Tracking Info For an Order

• Orders where shipping info has not been filled will be labelled as unfulfilled

  

• Click on fulfill items

  

• Enter the order's shipping and tracking info

  

Abandoned Cart:

Every online business faces the challenge of cart abandonment, where potential customers leave without completing their purchase. DOJODIGI offers powerful cart abandonment features and automations to help you recover lost sales and boost your revenue.

Click on the Orders drop down and select "abandoned cart". This will bring you to a log of incomplete online checkouts and their statuses.

DOJODIGI sends automated abandoned cart emails with a default template. To customise this, head to the payments tab, click on settings, notifications.

• edit the email template by clicking on the drop down and selecting the template of your choice. (Note: make an email template for abandoned cart in the marketing tab -> emails -> templates and create a new template) (Read more on email marketing here)

• edit how long after to send the email

Abandoned Cart Automations:

Automation workflows can be set up to facilitate the cart abandonment process. Create your own automation workflow specific to your unique business needs.

• The example above is one where after 15 minutes of cart abandonment, an email will be sent out automatically displaying a coupon code to entice the user to complete their purchase
  

DOJODIGI's workflows & automations is a powerful tool used to streamline operations and increase your business efficiency. Read more about it here.

Subscriptions

View and manage your subscriptions for your recurring/subscription products here. Head to the payments tab and click on "subscriptions".

• You may filter subscriptions to only show those within a specified period by filling out the start and end date.

• The search bar allows you to conveniently search for a particular subscription.

• The filter icon lets you filter out subscriptions by status, payment method and source type.

• Manage your individual subscriptions and view their statuses(active, cancelled, trial, etc) here

Coupons

Create and manage coupons your customers can use on your site and payment links! Head to the payment tab and click on "coupons".

Creating a new coupon:

• Click on "create new coupon"

• Fill out the appropriate details

  

Managing coupons:

• Click on the 3 vertical dot icon next to the selected coupon

  

  You may choose to view its history, edit or delete it

Products

View, edit and create your product items here. Head to the payments tab -> products

• You may import your products from stripe or from a csv file

Creating a new product:

Click on "create new product"

Enter your product details:

• Provide a clear and detailed product description.

• Upload high-quality images of your product.

• Specify any applicable taxation for the product.

Pricing Details

• Enter your pricing details:

  • Input the regular price of the product.

  • If applicable, enter a "compare at price." This is the original price, shown with a slash through it and accompanied by the discounted price and the percentage off.

  • Choose whether the pricing is a one-time purchase or a recurring subscription.

  • Decide if you want to track inventory for the product.

  • Select whether to continue selling the product after inventory has been depleted.

  • You can add additional pricing options if necessary. click "add another price"

• To link digital products(memberships and courses) & alternate pricing, click on "additional info" under pricing

  

• Note: You have to create a new product here for your digital products to add them to funnels etc.

Variants

• Enter product variants:

  • Add different variants of your product, such as sizes and colors.

    

  • Specify the individual prices for each variant.

  • Include any "compare at" pricing for each variant.

  • Track inventory for each variant separately.

    

SEO Details

• Enter your product listing's SEO details:

  • Optimize your product listing with relevant keywords.

  • Write a concise meta description.

  • Ensure the product title is SEO-friendly.

• fill in the appropriate details

• To make a subscription/recurring product, click on the drop down menu and select recurring

Settings

Customise your receipt settings, receipt email template, taxation and shipping charges here. Navigate to payments tab -> settings.

• To edit receipt email template, click on "receipts" and head down to the email template drop down menu and select the template of your choice. (Note: make an email template for abandoned cart in the marketing tab -> emails -> templates and create a new template) (Read more on email marketing here)

  

DOJODIGI's Payments & Invoices feature offers a comprehensive solution for managing your billing processes efficiently. By streamlining invoicing, centralizing financial data, and automating reminders, you can ensure timely payments and maintain accurate records. Start using this feature today to enhance your business’s financial management and focus more on what you do best – serving your clients.

Contact us at [email protected] for any queries you may have. At DOJODIGI, we pride ourselves in customer support & satisfaction.