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Billing management with Graviti system

Efficient management of all financial activities related to members

How to manage the transaction processes


This area is designed to help you efficiently manage all financial activities related to your members. Here, you can navigate to the following subsections to streamline your transaction processes:

INVOICING

The Invoicing section allows you to create, manage, and track invoices associated with your members. 

  • Create Invoices: Click the "Create Invoice" button to generate a new invoice. You will be prompted to enter necessary details such as member information, itemized charges, due dates, and any applicable taxes.
  • View invoice logs: Access the "Invoice Logs" tab to view a comprehensive history of all invoices issued. You can filter by date range, status (paid, pending, overdue), or member name for quick reference.

 

QUOTATIONS

In the Quotations section, you can prepare and review quotation documents before they are converted into invoices.

  • Create quotations: Click the "Create Quotation" button to generate a new quote for a member. Input details such as service descriptions, pricing, and valid dates.
  • View quotation logs: The "Quotation Logs" tab allows for easy access to past quotations, enabling you to track their status and follow up with members as needed. Sort by member or date for streamlined access.

 

CREDIT NOTES

Manage your credit notes effectively in this section, which is essential for any adjustments related to billing discrepancies.

  • View credit note logs: Click on the "Credit Notes" button to see a detailed log of all issued credit notes. You can filter or search by member, date, or invoice reference to quickly locate specific entries.
  • Issuing credit notes: Easily issue credit notes directly from this section to rectify errors or provide member refunds.

 

STATEMENTS

This section helps you maintain a clear overview of a member’s financial transactions over a defined period

  • View Statements: Click on the "Statements" button to generate and review member statements. You can specify date ranges, and the system will compile a comprehensive statement summarizing all transactions, including invoices, payments, and credit notes.
  • Print or Email Statements: Choose to print out hard copies or email PDF statements directly to members for their records.

 

RECEIPTS

Manage the receipts issued for payments made against invoices in this section.

  • View Invoice Receipt Logs: Click on the "Receipts" button to access all receipt logs. This feature provides an overview of payments received, categorized by date, member, and invoice reference.
  • Generate Receipts: For every invoice payment, generate a receipt to confirm the transaction. You can customize receipts to contain specific information about the transaction and member.

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