How to set up billing and invoicing in Converge

On this page

Before you start

Billing and invoicing is a value-add feature. To set it up, you need ecommerce added to your account. If you don’t already have an ecommerce terminal ID assigned, contact our support team at 1-888-712-0770 or email support@cartispayments.com and we’ll help. We’ll also make sure you have access to the terminal and the appropriate user rights.

Once ecommerce is enabled on your account and billing and invoicing has been added to your account, follow the steps below.

How do I make sure I’m on the right terminal ID?

If you have more than one terminal ID, use the terminal drop-down at the top right to select your Internet (ecommerce) terminal. In the screenshot below it is named CARTIS CAD WEB.

You should then see the Invoices & Quotes item appear in the left side menu.

How do I turn on billing and invoicing?

1. Select Settings from the left side menu and under Enabled Value Services, select Invoices & Quotes
   

   

2. Click on Enable Billing and Invoicing

   Some of the information you provided during the application process may be pre-filled. Fill in any required field that is empty.

   

3. Enter a return policy (and any field that prompts as required) then press save.

   You can customize all of these after setup.

   

How do I customize the invoice and the invoice and reminder emails?

Go to settings from the left side menu and select Invoices and Quotes (as in step 2 above)

From here you can customize your information (Merchant info), set up the invoice and configure the invoice and reminder emails. Each tab is covered below.

Merchant tab

Fields may be pre-filled with the information we have for your merchant account; complete any that are empty. On this tab:

• You can upload a company logo and/or a footer logo.
• Select the payment types (depending on what is enabled on your account) you want to accept through the invoice.
• Select additional options you want to setup for your invoice
• When done, press save.

Invoice / Quote Setup tab

Here you configure your invoice and quote layout and theme.

• You can select your font and choose an available colour or enter your own colour values.
• You can enable or disable the tax field and if enable select if it is a flat amount or a percentage.
• You can enable or disable customer authentication, and if enabled choose the authentication method.
• Set the default invoice due date
• Outline any custom invoice terms to display on invoice
• Outline your return policy to display on invoice
• Choose to set the invoice terms as your quote terms or outline custom quote terms.
• When done, press save.

Email tab

When you send an invoice, an email is generated with the invoice information. Here you can customize the email templates for: Invoice email, quote email, reminder email, late reminder email, quote cancelled email and invoice cancelled email.

• You can fill in the subject of the email
• Select how to address your customer
• Add header and footer text
• Select what the payment button text says.

From the reminder tab you can enable an automatic email reminder to be sent 1 – 14 days prior to due date. You can also enable an automatic email to be sent with a late reminder for late invoices.

How do I create and send an invoice or quote?

Once your invoice and emails are configured, you’re ready to create an invoice or quote.

1. From the left side menu select Invoices & Quotes
2. Choose the invoice or quote tab depending on what you are creating
3. Choose to create a new invoice / quote or import invoices and quotes.
   

   

4. You will be taken to the new invoice page. Add the items:
   • If you have a product catalog and are sending an invoice for one of those products, you can search for that product or create a new product to add to the invoice / quote.
   • Give a product description, product code, unit price and quantity.
   • If you have tokenization enabled on your account, you can search existing customers from your card vault or manually enter the customer information.

   

5. In the additional options and custom fields section you can choose the payment types (depending on what is available on your account), schedule the invoice / quote date, and set a due date. You can also include up to 3 CC email addresses and up to 3 custom fields as well as include an attachment.
   

   

6. You can amend the default invoice / quote terms and add an additional term.
7. Once done, you will want to preview the invoice / quote and if it is correct click send invoice.

An email is automatically generated to your customer with the template you set and a pdf attachment of your invoice / quote.

Common questions

Why do I get “Error getting merchant data” or “Not Authorized” when I open Invoices & Quotes?

Billing and invoicing hasn’t been enabled yet. Select your Internet terminal, then complete the steps under “How do I turn on billing and invoicing?” above.

I don’t see Invoices & Quotes in the menu. What do I do?

Check that you’ve selected your Internet terminal in the terminal dropdown at the top right. If you don’t have an ecommerce terminal ID, or billing and invoicing isn’t on your account yet, contact our support team (see “Before you start”).