Welcome to the Help Center

Accessing the Invoice Creation Interface

1. Login to Lead Cartel:
   • Open your web browser and navigate to your Lead Cartel account login page.
   • Enter your username (usually your email address) and password.
   • Click the “Login” button. If you have two-factor authentication enabled, follow the prompts to verify your identity.
2. Navigate to the “Payments” Section:
   • Once logged in, look for the main navigation menu, typically located on the left-hand side of the screen.
   • Scroll through the menu options until you find “Payments.”
   • Click on “Payments” to expand the submenu.
3. Select “Invoices”:
   • Within the “Payments” submenu, you should see an option labeled “Invoices.”
   • Click on “Invoices” to access the invoice management area.
4. Create a New Invoice:
   • In the invoice management area, look for a button or link that says “New Invoice,” “Create Invoice,” or something similar. It’s often located in the upper right-hand corner of the screen.
   • Click this button to start creating a new invoice.

Entering Customer Details

1. Selecting an Existing Customer:
   • In the new invoice form, you’ll typically find a field labeled “Customer,” “Client,” or similar.
   • Start typing the customer’s name, email address, or phone number in this field.
   • The system will automatically search for matching contacts in your database.
   • Select the correct customer from the search results. Their information (name, email, address) will automatically populate the relevant fields.
2. Adding a New Customer:
   • If the customer is not in your system, you’ll need to add them as a new contact.
   • Look for a button or link that says “Add New Customer,” “Create New Contact,” or similar. It’s often located near the customer selection field.
   • Click this button to open the new contact form.
   • Fill in the following information:
     • First Name: The customer’s first name.
     • Last Name: The customer’s last name.
     • Email Address: The customer’s primary email address. This is crucial for sending the invoice electronically.
     • Phone Number: The customer’s phone number (optional, but recommended for follow-up).
     • Company Name: If the customer is a business, enter the company name.
     • Billing Address: The customer’s billing address, including street address, city, state/province, postal code, and country.
   • Once you’ve entered all the required information, click the “Save” or “Create” button to add the customer to your database.
   • The customer’s information will now be populated in the invoice form.

Adding Invoice Items

1. Adding a New Item:
   • In the invoice form, look for a section labeled “Items,” “Products/Services,” or similar.
   • Click the “Add Item” button to add a new line item to the invoice.
2. Entering Item Details:
   • For each item, you’ll need to enter the following information:
     • Description: A clear and concise description of the product or service being invoiced. Be specific and avoid vague terms.
     • Quantity: The number of units, hours, or services being billed. Use appropriate units (e.g., hours, pieces, licenses).
     • Price: The price per unit, hour, or service. Enter the amount accurately.
     • Tax: If applicable, select the appropriate tax rate for the item. If the item is not taxable, choose the “No Tax” option.
3. Adding Multiple Items:
   • Repeat steps 1 and 2 for each product or service you need to include on the invoice.
   • The system will automatically calculate the subtotal, tax, and total amount due.
4. Managing Items:
   • You can usually edit or delete items by clicking the corresponding icons (e.g., pencil icon for edit, trash can icon for delete) next to each item.
   • You can also drag and drop items to reorder them on the invoice.

Customizing Invoice Options

1. Invoice Number:
   • The system will typically generate an invoice number automatically.
   • The invoice number format is usually customizable in your account settings.
   • If you need to change the invoice number manually, click on the invoice number field and enter the desired number. Be careful not to duplicate existing invoice numbers.
2. Issue Date:
   • The issue date is the date the invoice is created. The system will usually default to the current date.
   • If you need to change the issue date, click on the date field and select the desired date from the calendar.
3. Due Date:
   • The due date is the date the payment is due.
   • You can set a specific due date by clicking on the date field and selecting the desired date from the calendar.
   • Alternatively, you can set a due date relative to the issue date (e.g., “Net 30” means the payment is due 30 days after the issue date).
4. Currency:
   • Select the appropriate currency for the invoice. The default currency is usually set in your account settings.
5. Discount:
   • If you’re offering a discount, enter the discount amount or percentage in the discount field.
   • Specify whether the discount is applied before or after tax.
6. Terms & Conditions:
   • Add any specific terms and conditions related to the invoice in the “Terms & Conditions” field.
   • This could include payment terms, late payment fees, warranty information, or other relevant details.
7. Notes:
   • Include any additional notes or instructions for the customer in the “Notes” field.
   • This could include a thank you message, special instructions, or any other relevant information.

Sending the Invoice

1. Review the Invoice:
   • Before sending the invoice, carefully review all the details to ensure accuracy.
   • Check the customer information, invoice items, quantities, prices, tax, discounts, and total amount due.
2. Choose Delivery Method:
   • Email: Send the invoice directly to the customer’s email address.
   • SMS: Send a text message with a link to the invoice (if SMS is enabled in your account).
   • Download PDF: Download a PDF version of the invoice and send it manually (e.g., via email attachment or print and mail).
3. Customize Email Message (if sending via email):
   • The system will usually provide a default email message.
   • Customize the email message to include a personalized greeting, a brief summary of the invoice, and clear instructions on how to pay.
   • Ensure the email includes a prominent payment link that directs the customer to a secure payment page.
4. Send Invoice:
   • Once you’ve reviewed all the details and customized the email message (if applicable), click the “Send” button to send the invoice to the customer.

Tracking Payments and Balances

1. Monitor Invoice Status:
   • In the “Invoices” section, you can view a list of all your invoices and their current status.
   • Invoice statuses typically include:
     • Sent: The invoice has been sent to the customer.
     • Viewed: The customer has viewed the invoice online.
     • Paid: The invoice has been paid in full.
     • Partially Paid: The customer has made a partial payment.
     • Overdue: The invoice is past the due date and has not been paid.
     • Draft: The invoice is still being created and has not been sent.
     • Cancelled: The invoice has been cancelled.
2. Track Received Payments:
   • When a customer pays the invoice online, the system will automatically update the invoice status to “Paid” or “Partially Paid.”
   • You can view a record of the payment in your transaction history.
3. Manage Pending Balances:
   • Easily identify invoices with outstanding balances and send reminders to customers.
   • You can usually filter the invoice list to show only overdue invoices or invoices with pending balances.
4. Send Payment Reminders:
   • The system may allow you to send automated payment reminders to customers with overdue invoices.
   • You can customize the reminder messages and set the frequency of reminders.
5. Record Offline Payments:
   • If a customer pays you offline (e.g., cash, check, bank transfer), you’ll need to manually record the payment in the system.
   • Open the invoice and look for an option to “Record Payment” or “Add Payment.”
   • Enter the payment amount, payment date, and payment method.
   • The system will update the invoice status and record the payment in your transaction history.

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