Skip to content
English - United States
Client Support Portal Sign in
  • There are no suggestions because the search field is empty.

Quick Invoice Form

Create a one time invoice for a customer who does not have a customer profile in the system.

The Quick Invoice Form is used to create a one time invoice for a customer whose information is not managed in the system.

It is best for walk in customers or one time transactions.

A customer profile is not required.

Navigation

Go to: Billing AR module > Forms > Quick Invoice Form

Quick Invoice vs Standard Invoice

Feature Quick Invoice Standard Invoice
Customer profile required No Yes
Overpayment options No Yes
Rollover options No Yes
Goes through workflow approval Yes Yes

Part 1: Create the Invoice

Step 1: Enter Basic Invoice Information

Open the Quick Invoice Form.

Complete these fields:

  • Invoice Date: Enter the invoice date
  • Description: Enter a short description of what is being invoiced

Example: Daily Entry

Step 2: Add Contact Information

Click Add Contact and enter the customer information.

These fields appear on the invoice and receipt.

Complete:

  • Customer name
  • Phone number
  • Email address

Email is required if you plan to send the invoice by email.

After entering the contact details, set this person as the Main Contact.

Step 3: Enter Invoice Line Items

This section records the financial transaction in the General Ledger.

Every invoice must have balanced debits and credits .

For a Quick Invoice, enter:

  • One debit line for the receivable account
  • One credit line for the revenue account
  • The same amount on both lines

 

 Accounting 101: Every transaction must have a debit entry and a credit entry. Both amounts must be equal. This keeps the books balanced. For a Quick Invoice, you will enter one debit line (receivable account) and one credit line (revenue account) for the same amount. 


Follow these steps:

Step Action
1 Enter the invoice amount in the debit field. Select the receivable account from the GL string lookup. Click Add to save the line.
2 Enter the same amount in the credit field. Select the revenue account from the GL string lookup. Click Add to save the line.
3 Confirm the debit total and credit total are equal before moving forward. You can add more GL string lines if needed, as long as the totals remain balanced.

 

Tip: Always click Add after entering each GL string line. If you do not click Add, the line will not be saved.

Step 4: Select Fiscal Year and Save

Complete these steps:

  • Select the correct Fiscal Year
  • Add attachments if needed
  • Click Save

The form will move to Draft status.

While in Draft, review the form and make any needed corrections.

When everything looks correct, click Submit for Approval to start the workflow.

Part 2: Generate and Send the Invoice

After the form is approved and complete, you can generate the invoice.

  • Click Generate on the completed form
  • A preview of the invoice will open
  • The invoice will display the customer contact information and available payment options

Choose one delivery method:

Delivery Option How to Use It
Email as an attachment Save the invoice and send it as an email attachment to the customer
Print for pick up Print the invoice and hand it to the customer

Part 3: Record Payment

When the customer is ready to pay, locate the invoice and record the payment.

How to Find the Invoice

  • Go to Billing AR > Data Management > Quick Invoice Management
  • Search for the customer by name
  • Click the invoice to open it
  • Scroll to the bottom of the form

How to Record Payment

  • Click Record Payment in Full
  • Select the payment method
  • Confirm the payment date and amount
  • Click to complete the payment

A green confirmation message appears when the payment is recorded successfully.

How to Provide a Receipt

After recording payment, you can provide a receipt.

You can:

  • Print the receipt for the customer
  • Save and email the receipt to the customer

Part 4: Verify Payment at End of Day

Before closing out for the day, confirm that all payments were recorded correctly.

  • In the search bar, type Quick
  • Open Quick Invoice Management
  • Filter or sort by date to find today’s transactions
  • Confirm paid invoices show Done status and a $0 balance

This confirms payment was recorded successfully.

 

Pro Tip: Use Quick Invoice Management at the end of each day to spot check payments. If an invoice still shows a balance greater than $0, payment has not been recorded yet.

Process Summary

Step Task Where
1 Open Quick Invoice Form and enter invoice date and description Billing AR > Forms > Quick Invoice Form
2 Add contact information and set as Main Contact Same form
3 Enter balanced debit and credit GL strings. Click Add for each line Same form
4 Select fiscal year, save, review, and submit for approval Same form
5 After approval, generate and deliver the invoice Same form > Generate button
6 When the customer pays, locate the invoice and record payment Billing AR > Data Management > Quick Invoice Management
7 Provide a receipt to the customer Print or email from the invoice form
8 Verify all paid invoices show Done status and $0 balance Quick Invoice Management

Need help?

If you have questions about Quick Invoice Form, contact the Aclarian Client Support team for assistance .