User Manual - EZ Invoice, Inc
Contents
1. document in many different ways Hd IUITIVOILESBIU 5 Us ALS Excel Spreadsheets export easily into other software like Word or Access or Outlook Please follow the directions in those software packages to create a database create mailing labels perform a sort etc Your spreadsheet will not be formatted for the proper column widths You can format them easily to look just like the image below by simply dragging the columns to the right until the words are fully legible D D paidinvoices_101804 xls A B C D Invoice Company Name Job Description Amount sampO09232 Sample One EZI Sample 2 643 10 samp 9271 Sample One EZI Sample 3 277 10 E eS bm You can download this xls file anytime of the year if you would like although it was created for backing up the end of the year taxes You can easily email the xls file to your accountant at the end of the year and they can take it from there Chapter 11 Client Lounge The Client Lounge is only for your clients Every invoice you create will automatically be transferred into your clients client lounge You may view your clients Client Lounge by logging out as the Admin and re logging in with one of your client s username and passwords You can email your client their Client Log in information anytime from the Manage Clients page if you would like your client to be able to use the lounge Once your Client logs into the Client Lounge they will see a page like2. paced here EZ INVOICE INC Cllent Admi n Login Pas word A sample username and password were given to you when you purchased EZ Invoice INC After logging in as an Admin you should go to the link Configure Your EZI Settings and create a custom username amp password Notice that your Username and Password are case sensitive Very important Sample User Name and Password create your own Username johndoe Password bigfro You should write down your new user name and password here for future reference Username Password User hint if your username and password gives you trouble logging in try it more than once Since this software is running online there could be downtime on your server so just try again till it works If you cannot access the software using your username and password please contact us at support ezinvoiceinc com but remember to write it down in a safe place Chapter 3 Administration Main Page First Configure Your EZI Settings EZInvoice Inc Client Administration EZI Demo Configure Your EZI Settings Log Out Main gt Configure Your EZI Settings Last Name Demo CEU AN EMEA EZinvoice Inc 000000000 This wil automatica jy De p aced on all invoices KC Wil be used to add tax on invoices d taxable is selected demo 123 Easy Street Easy Beach 96369 111 222 3333 444 555 6655 The Remit to Option lets you spacify whether you would like ta use Ship To Remit T
3. EE RR RR GES ER ee RR ee Ee RR ee ee Re Ee ee eek ee ee EE EE 11 Chapter Invoicing Your el CHE 14 Chapter Overdue INVOICES EEN 18 Chapter View A Be ie EE ceccccseccssssssereeeecsseecasssseeeecessneagsssseeseeeeeseneagsans 19 Chapter View Paid INVOICES EE 20 EhidpterElient EOUNGE Si es Ee ee GE eN Ag 22 Chapter LOGGING OU EE 23 Chapter Year End REPO EE 24 Chapter I Forgot My Password for dente 25 Chapter 1 About EZ Invoice INC This software allows the non accountant to create and manage invoices online with just the click of the mouse from anywhere in the world All you need is a website with Internet connection EZ Invoice INC was created for the small business person mom and pop shops sole proprietors small graphic studios online start ups solopreneurs virtual assistants and more EZ Invoice INC features a Client Loungewhere your clients can login to view print and even pay their invoices online by Credit Card PayPal integration Below you can view a list of some of EZ Invoice INC key features You are invited to login and try a free demo as either a Client or an Administrator so you can see how EZ the software is to use via www ezinvoiceinc com Some updates may have occurred since this UserManual was created Please visit website for more info on Updates Key Features EZ INVOICE INC Software e Create custom username and passwords e E mail PDF invoices to clients anytime e Add delete unli
4. POF File yita Printable HTML File Inecuce You will notice a Create Duplicate Invoice button at the bottom of every invoice This is for creating duplicate invoices for clients you may have that you do the exact same thing for every time It creates a new invoice with the same name but with the current date Preview Invoice l Click on the button after creating your new invoice You will see your invoice as it will appear for your client and you will then have the option of three more functions Make Changes Save Invoice Save and E Mail If you need to change the Invoice in any way click the Make Changes button and re preview it If you want to Save the invoice and NOT email it immediately click the Save Invoice button If you want to Save the invoice and email it immediately click the Save amp Email button When you Save amp Email the following screen will appear EZ Invoice Inc has an auto message in EZinvoire Inc Client Administration EF Demo Configure Your EZ Setlings Log Lag This option is only available when creating the invoice for the first time If you make changes to the invoice you must just click save invoice Then click the E Mail Invoice Icon to email it to your client You can also click on view invoice view printable pdf and send the pdf invoice manually as well Once you click on E Mail Invoice a dialog or popup box pops us and announces the email has been sent Click
5. USER MANUAL E EZ INVOICE INC Invoicing done the E way This owned license will allow you to run your version of EZ Invoice INC software on your server one URL for an unlimited amount of time Installation is available at 65 per hour by contacting support ezinvoiceinc com Warranty If you re your version of EZ Invoice INC does not work with your hosting company we may refund you back your money and remove the software from your server for you Please request the refundezinvoiceinc pdf form and either mail fax it back to us This request must be brought to our attention within four days from your date of purchase or this offer will not be valid Please note Charges may apply for un installing software from your server or refunding your money through paypal EZ INVOICE INC 2003 2004 All Rights Reserved EZ Invoice Inc Contact Information Corporate Headquarters Seth Matson President EZ Invoice INC P O Box 26 Huntington Beach CA 92648 714 493 3777 support ezinvoiceinc com Technical Support Visit our website at www ezinvoiceinc com for FAQs CONTENTS Chapter About EZ Invoice INC ees see ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee Ee ee ne d ue Dee ell GOD DEE 5 Chapter Administration Main bage eie ee ee ee EE Ee ee ee RR Ee ee ee ee ee RE Ee ee n 6 chapter DOMO ER oe OE EO Ge Gee de oe Ged GN Ge ee oe Ge oie ee 9 EE 10 Chapter Manage ClientS ee ee ee
6. aid invoices and start fresh for the new year To do this first download the Year End Report excel spreadsheet by clicking the Year End Report button Then back it up on your computer After backing it up you can click the Click Here To Clear All Paid Invoices button By doing this you delete all paid invoices from that fiscal year Attention By deleting all paid invoices you will not be able to view them ever again That is why you must back up the Year End Report before clearing them out Chapter 4 Demo Steps The steps of going through the DEMO via www ezinvoiceinc com L 1 Click on Add Client we recommend adding your own name and email just to test the waters but use a different username and password so you can view it later in the Client Lounge then click on Add Client to Database 2 2 Click on Manage Clients to view your company you just created in the Add Client page From here you can create invoices email invoices print invoices and so much more 3 cd Log out after you have created a few invoices 4 4 Log back in to the Client Lounge to view how your clients can go in and view invoices etc To do this just enter the username and password you created when you added yourself as a Client in the Add Client page 5 5 Once logged in to the Client Lounge you can view what your client would be able to see if they logged in They would see every past invoice you have submitted to them and even pay over due invoices
7. e YTD invoices database paid unpaid will be downloaded as an Excel Spreadsheet to your desktop Choose Save File To Desktop The file will be named invoices thedate xls From there you can use the document in many different ways for your own purposes Once Note If you would not like your client to have access to the Client Lounge anymore you will need edit this in the clients manage clients page and update their client info You will need to change their email username and password You can change this back at anytime Or if you do not need the dente info invoices any longer just delete the client from the Manage Clients page by clicking on the delete button Chapter 12 Logging Out Logging out is very important and will save you time in the long run You should always log out after using your EZ Invoice INC software for security purposes If you don t log out your EZ Invoice INC software will be easily accessible on your computer when left unattended Please be aware of this Granny thinks if you don t get this with it bolded red you have problems dude Admin Log Out button EZInvoice Inc Client Administration EZI DEMO Configure Your EZI Settings Log Out Client Lounge Log Out Button EZInvoice Inc Client Lounge Sample One EZI Form Log Out Chapter 13 Year End Report The Year End Report Button is located on the Main Page EZlinvoice Inc Client Administration EZI DEMO Configure Your EZI Set
8. epebe to EP sag k H gioun Fi ri WER rji AE Sk FREE da FEE Ee Ese er je dae Ab Miscellaneous ET Dee 701 TAS 331 Total Papir e ci Cp The software automatically enters today s date the Invoice your TAX ID today s date in the Due Date field and the Bill to Ship to info into each invoice The Invoice is the first four letters of your clients name the month date and a number starting with 1 for the number of invoices to this client for the day example Client Name sample Date Oct 15 samp10151 You can choose to make visible or hidden to the client on the first line Enter the specific Due Date If you do not change the date the software will enter today s date Enter a Job Description Title like Building Bookcases Logo Creation etc Enter each line item and be sure to enter Yes or No under Taxable if applicable Enter the number either Qty or Hrs that you are billing the client Type in your hourly rate or unit cost The amount will auto fill in when you click on the amount box If you would like to add a comment you can do so by just typing in text in Note section of the invoice You must enter your Shipping costs manually The Miscellaneous field can be used for discounts or to add special costs gt TO give a discount you can do it two ways oSample Price 1 650 00 Either type in a Job Description box 10 discount then in Qty type 1 Then type in p
9. ercentage in the Rate field as a minus 165 00 and the amount will automatically subtract the quantity in the total see below Job Description Discount 10 1 165 00 165 00 oOr in the miscellaneous box you can use the minus and the dollar amount you wish to discount Helpful hint The Oty Hrs Rate and Amount sections should always be left as 0 If you get an error NAN please re type in all zero s in that line and start over You can type a message in the Job Description lines without typing in the Qty Hrs Rate and Amount sections Below is a preview of a sample invoice for you to look at with a 10 discount EZlInvoice Inc Client Administration Would you like this invoice to be visible in the client lounge ZO do gampis021 CLERK AHH die sample Compay EZinvroite Io amps Leer ld Easy Shree 123 Sampie Ln Easy Beach CA mn Lot Sample 5A 56987 Phone 771 222 3433 Fan AA 555 6655 Job Description Tile Sample inveloe wilh 1 discount and tax Job Description Taxable Cty Hers ate Sample Artwork 650 00 650 00 sampe Lojo 3 1000 00 1000 00 Business Cards i 100 00 2100 00 Discount 10 175M 175 00 Note The discount is automaticaly taken out of the total pice Sub Total Shipping Maks al chotki pape zo E Zloseoge be IF eu Huss ang HuUursieni coor Dm Fiks EE Pi wis al Miscellanedus Co Dame 11 N Tetal r Det rab Make Changet E Mail renine Create Deiplicate Wee Printable
10. g Over Dus Paid lier mitma Samplet Dame Sample Company 1727 Sample Ln Lee Sample SA He Su P phone SAA Va BEER cell BOD SEA 5554 fam BRA Ce GH RTP AMOR oom Ls TS bore Pastor paige pod E bagi Ont Loo in infe CHE Moina Hello Client Thes is a test Hope you have a great day And hey pay me my money by paypal this ime So its really quick is Admninrs align Texas You can simply click on the E mail Client Log In Information button and send the client his User ID and Password for accessing their Client Lounge You can send your client a note by clicking the Click Here under Client Notes Then type your note to the client under Write Note For Client dialog box When finished click Send Note The note will now appear in the Client Lounge when your client logs in the next time To remove just click the edit button on the Client Notes section and click the Remove Notes button Write Note For Client Hey this isa sample client note You can leave notes to all of your cl ents and they will show up here Send Note Remove Notes Go Back A new feature in the Manage Clients page is the Make Visible and Hide function for the client lounge By just clicking the red or green dot this will activate each invoice to either be visible or hidden to the client LAdminsiratian Leon Solor mar Tabl n Ceni loinge Egit 2 dern Ir w t Deleie G E Mail
11. invoite Pending Leer Dux Faid Under Administrative Tools from the Manage Clients page you can also add an invoice by clicking on Add New Invoice Follow the Invoice instructions in Chapter 7 following although frankly Granny thinks you could do it on your own you re so smart Administration Tools Add New Invoice In the Administrative Tools section you can also look at any of the invoices pending for a client Here s a red hot tip from Granny THEY RE COLOR CODED still Pending Over Due Paid Black means Still Pending Red means Overdue Green means Paid So you can tell at a glance which invoices are not paid which are overdue and which are paid You can edit your invoice to mark them as paid or unpaid via the Make Changes button when you click on any invoice Shortcut would be to just click the edit icon in the manage clients page This will take you directly to the editable invoice Chapter 7 Invoicing Your Clients When you click on the link Add New Invoice this invoice will appear EZinvoaice Inc Client Administration EJ Demo Gonfigure Your El Settings Log 8 kan Mars Liei Add lnvoic E Zirwesce INC kamgpnie Tampi 124 Easy Street 173 Sarel Lin Easy Beach CA SiG n Sample 54 694 Phare 111 2227 UU Fa idj 555 GASSE Led kers raipdier FT sie Je Du Pd he ies Varkie ory Ha Raie Arr T G al Le me RM T 3 a ai 3 le le Sub Tatal Salas Tax Shipping baas Fete p
12. it to Ship to etc If you have a PayPal account be sure to click enable PayPal and type in your PayPal email address in the box below it When your clients get an invoice from you and PayPal is enabled they will be able to make payments directly from the Client Lounge and all invoices sent via email This gets you your money faster and easier Be sure to click on the Update Your EZI Settings button before leaving this page or you will not save all your hard work Main Page EZlinvoice Inc Client Administration EZI Demo Configure Your EZI Settings Log Out EZ INVOICE INC Simple Steps to creating your new EZ Invoice Inc database step 1 Click on your Canigur Your EZI Settings Button and fill in all your infa Step 2 Add your clients to the database by clicking on the Add Client button Each Client must be added individually here Step 3 Your now ready to create invoices Have fun lt you have any questions please refer 16 your User Manual of the FAO page via nO WA OT Cen Tou can download a current version of the User Manual af MED WA Eine eine con suppa php Canem MV P aa i E in he j ipype sold E Lu h From the Main Page you can access all the different pages The most important button on the Main Page is the Year End Report button This is where you can download your Year End Report and save it to your computer after you back it up At the end of the year you will want to clear out all your past p
13. lick Here To Clear All Paid invoices Chapter 14 Forgot Your Password Click Here This is only for your client s use Clients can click the Forgot Your Password Click Here button if they want to log in but they have forgotten their username or password It will be emailed to them Remember to write down Your Own Adminusername and password in a safe place for future reference EZ INVOICE INGC Your Logo Here Client Admin Login Username Password Log In Forgot your password Chck Here By clicking the Click Here button your client will be taken to the Forgot Your Password page Forgot your password Please enter your email and password will be automatically mailed to you Get Password After your client enters his email address and clicks the Get Password button the username and email info is automatically emailed them and the image below appears Information has been sentto lost e mail address here Client Admin Login Usemame Password Forgot your password Click Here The client now needs to go check their email and recover their username and password They can now log in to the Client Lounge with the username and password that was emailed to them If you have further questions please take a look at our FAQ page via www ezinvoiceinc com
14. mited amount of clients e Client s Page management in a snap e Printable invoices in PDF or HTML format e Payment status is color coded for visual ease e Add unlimited invoices e EZ edit of all invoices e Create duplicate Invoices e Hide or Show invoices in client lounge e Create custom bill to text on invoice to fit your needs example Remit to Make Payment to etc e Add a custom note to your clients on every invoice Your Personalized Invoice e Invoice customization with your company s logo e Accept Credit Cards via PayPal in Client Lounge e Make unlimited changes to your invoices e View all invoices on one page e View all overdue invoices on one page e View all paid invoices on one page e Add Delete notes for clients in Client Lounge e Lost password finder e Add shipping tax and discounts to your invoices Exporting Reports e Admin and Client Lounge can print spreadsheets for end of year tax reports e Export client mailing list xls doc for mailing labels in Microsoft Word and more EZ Invoice INC runs on PHP version 4 3 8 or above and MySQL 99 of hosting servers have PHP and MySQL technology Check with your host before ordering your new version of EZ Invoice INC Chapter 2 Logging On You can log on to your version of EZ Invoice INC via your website address followed by admin example www yourwebsite com admin once it is installed This is the first screen you will come to Tour logo will be
15. o Make Payable To Etc above your information on the invoice If you are unsure leave as Ship Ta this can be changed at any time in your control panel ET dd IME Ship To ala MEIN Yes No Paypal Email demofezinvoiceinc com If vou have a paypal account you can add your account hars By adding your account here your Clients wil have the option o pay by paypal through the clent lounge Update Your EZI settings Fill this page out in its entirety This will become the Bill To Ship to information on your invoices Initially this page will not contain any info until you add it in yourself It s wise to fill in every single line of the form so that your invoices look professional If you dont have a company name 6 EZI User s Guide just leave it blank The invoice will automatically put your first and last name in the correct places on the invoices You should add your Tax ID Social Security number if your clients 1099 you at the end of the year This is just an option for your client s convenience at the end of the year but not necessary Another cool feature is the Tax Rate Just type in your state tax rate in the state tax box and the invoices will automatically add the tax when you use the Yes No drop down menu on the invoice As the Admin you can also change your Username and Password on this page at anytime You can now type in any text in the Remit to option that best fits your needs example Bill to Rem
16. okay Once you click on Okay you will be taken back to the Client Page for the invoice you just sent The Admin Icon Color Key bar appears at the top of the Client Page It allows you to Arm naairatien Leon Zoler sey Ba dak n Ce La angs As Ech W Oelete t E Mail invoice Pending Over Due Paid a Hidden tr lent Make Makes invoice either visible or hidden in the client lounge Visible Hidden Edit Edit different sections of the Client page Delete Delete the invoice for that client delete is different on different pages E Mail Invoice E Mail invoice to a client Pending Invoice Pending Over Due Invoices Over Due Paid Invoice Paid Chapter 8 Overdue Invoices Here is a sample of the Overdue Invoices Page It provides a list of those invoices that are over due in red EZInvoice Inc Client Administration EZI Demo Conligure Your EZI Sottings Log Ou A Edi Delete E Mail Invoice Still Pending The Admin Icon Color key functions work the similarly on all pages Over Due is a list of invoices not yet paid Over Due invoices will always appear in Red until you manually go back in and mark them paid PLEASE NOTE When you receive a payment for an invoice you need to open the invoice and in the upper right hand corner below the word Paid click on the drop down box and select YES SR This is how you move an invoice from Over Due to Paid Invoices You will want all of your Paid Invoices in one
17. place for the end of the fiscal year Chapter 9 View All Invoices This is a summary page for you to view ALL the invoices Here you can view Overdue Pending and Paid Invoices Note all of the Admin Icon Color Key function on this page too EfiInwoice Inc Client Administration EZI Demo Conligure Your EZI Sattings Log Oud Main gt View All invoices Administration loon Golor Key A S Eu Deleie Cal E Adail Irma Sill Pending Cver Due Haag 2006 03 09 Once you have 30 or more invoices a new page will be created and a new page link will be added at the bottom of the page see below Page 1 Page 2 Chapter 10 View Paid Invoices Here is what the View Paid Invoices page looks like EZinvolce Inc Client Administration EF Demo Configure Your Esl Settings La Qui Man gt Paid Invoices Administration loon Caor Key As Eau Delate Wie E Mail Invoice Still Pending Over Due Paid Download Excel Spreadsheet This page is great to view how much money you have made for the year at that time It s also good to view which invoices have been paid for easy communication with your clients if needed About Download Excel Spreadsheet Button for viewing Paid Invoices When you click on this button your entire Paid Invoices database will be downloaded as an Excel Spreadsheet to your desktop Choose Save File To Desktop The file will be named paidinvoicesthedate xls From there you can use the
18. s 4 W E Download Mailing List As An Excel Spreadsheet Choose Save lo your compute on dialog bo Formatting spreadsheet must be done manually after download This Legend explains the possible actions for each Client on any page where the icons appear 4 Edit Delete L New Click this to edit information on any page that has this Icon Click this to completely delete an item from the database Click this icon when you want to create a new invoice About Download Mailing List as an Excel Spreadsheet Button located at bottom of the page When you click on this button your entire database will be downloaded as an Excel Spreadsheet to your desktop You must choose save file Then you can open it from your desktop From there you can use it in many different ways of your choosing Excel Spreadsheets export easily into other software like Word or Access or Outlook Please follow the directions in those software packages to create a database create mailing labels perform a sort etc When you select one of the records for your clients under Company Name Client Name from the Manage Clients page you will see the following page From this page it is very simple to Change a client s information Just click in the appropriate field and change it EZinvoice Inc Client Administration EZI Domo Configure Your EE Seitings Log Gul F AL D RI Leg Wes P d i TR ET ad e de Eat We Dee We E Mailimoka Pendin
19. this Your kogo will be Placed here E invoice Inc Client Lounge Sample Company Lia Di Hi Samplet View All Invoices Tou have a dE SE Peso A Jeep If your Client clicks on the View All Invoices link they will be taken to this page Tour loge vill De placed here INVOICE INC EZinvoice Inc Client Lounge aample Company Lag Du Man gt INVOICES Ba ode dT Sill Pending Lever Dus Fia aus ske op i i i Why mamon E don Ede da n Pad Arr Raa Pay rant Saree Jo eer piace 2004 07 28 due fen Sr Sampie icc With TO Gece and Tan 2005 3402 dui 9 1 S87 So Fen Total Due 55006 25 REK Download YTD Tarsis Eurel Spreadchest Here your Client can click on the View Invoice and either view the invoice as a PDF or an HTML Version Both are printable and the PDF can be saved to there computer If your client would like to pay by using PayPal they can click the Make Payment PayPal Button and they will be taken directly to the Paypal Payment Center on the internet along with the amount on the invoice If your client would prefer to pay by check they can print out the pdf or html invoice and mail the payment to the Ship To address on that invoice If your client would like to know how much they have paid you at any time of the year they can click on the Download YTD Totals Excel Spreadsheet button About Download YTD Totals Excel Spreadsheet in the Client Lounge When you click on this button your entir
20. tings Log Out Year End Report When you click the Year End Report button this is the page you will see below When you click on the Download Excel Spreadsheet button EZ Invoice INC will download a copy of ALL your invoices for the entire year WE STRONGLY RECOMMEND that after you download this spreadsheet to your computer that you copy the file to a CD or 3 5 floppy disc etc Now on to the Year End Report page select the Click Here To Clear all Unpaid Invoices button and delete the past year s invoices If you don t clear them they will re load with the newest year s invoices If you do not mind having multiple years of invoices together then you do not have to click the Clear All Paid Invoices button Only the paid invoices will be deleted from the database If you have pending invoices from the year before they will be added to the new year Please note Once you click the clear all paid invoices button all that data will be deleted forever That s why its important to back up the Year End Report xls spreadsheet just in case Your clients will not be able to access this information anymore as well EZInvoice Inc Client Administration ET Demme Configure Your EZI Settings Lag Out ote ae dnnnos rr Main gt Year End Report To download your Year End Report as an excel document click below Dovid Excel Spreadsheet i We recommend saving this file and keeping a backup copy for future references C
21. via PayPal Chapter 5 Add Clients These steps are similar to the demo steps Just make sure you fill this page out entirely and create a username and password for the client Very Important Note the Client Username cannot be changed once created but the password can be changed anytime so be wise in choosing a Username for your clients E involke Inc leni Administration EZ Dero om Zog EZI sers Log Lag EE is ai a I eds dl Ba ERNE e a Se ME WON RW BR ja aaen Mr gt Add Client Pr Raan merke sie n Mi ad aand lant Set RO Cav DH Peer Initially this page will not contain any clients until you add them in It s wise to fill in every single line of the form so that your invoices look professional If your client doesnt have a company name just leave it blank The invoice will automatically put their first and last name in the correct places on the invoices To save the work you did make sure you click the Add Client To Database button at the bottom of the page By clicking this button your new client will be added to the database You can then view them in the Manage Clients button see Chapter 6 Chapter 6 Manage Clients A spreadsheet view of your clients will appear on this page It will look like something like this Main gt Manage Clients Administration loon Information A Edit ff Delete Li New Company Name Usemame Password Action Create Invoice sample One EZI Form sample Sample pas
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