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This is part one of a three stage project.
We need a simple online invoicing module that covers the following areas:
simple wizard process to help users with initial set up proces eg import clients and opening balances and invoice / credit note starting number
create/edit/delete products and services with default prices
convert quotes to invoices
raise and apply credit notes
create .pdf copies of quotes/invoices/credit notes
email these .pdf invoices / credit / notes to clients
assign payments to invoices
user to select from 3 pre-set invoice templates that can be modified with embedded logo
ability to put facebook, twitter and linked in logo's/links in emails and invoices
ability to create recurring invoices that can be edited/adjusted if required
ability to create invoices showing CIS deductions - a 20% tax deducted on the labour only element of an invoice
ability to have multiple VAT Rates (sales tax) - add/edit/delete VAT rates for UK based busines
must be able to deal with VAT Reverse charge ie do not charge VAT but have text stating "invoice raised under VAT Reverse Charge mechanism"
ability to quickly search for customers from any screen
ability to import clients from excel, outlook or whatever as part of initial set up
ability to set up outstanding invoice balances from previous systems
list outstanding quotes and auto remind clients
Simplicity and ease of use
Large menu set up to be simple and clear with 3 key areas:
Simple Dashboard showing:
number of invoices raised (total)
value of invoices raised (total)
amount outstanding (total)
drill down to
number of invoices raised (per client)
value of invoices raised (per client)
amount outstanding (per client) per invoice also show when part payments were received per invoice
all above reports over varying periods eg this month, last month, last quarter, this financial year plus comparatives for previous 1-5 years
Page links to be made usch that they answer a question/requirement of the user eg
I want to raise an invoice
I want to create a customer
How much does my customer owe me? etc
Simple and intuitive design to cover areas such as:
When creating an invoice, type ahead to list relevant clients or auto-create a new client in DHTML layer and seamlessly continue with invoice.
The same with new products/services.
Automatic emailing of reminders to client on a defined schedule eg weekly until 1 week from due date then daily.
Ability to see that email has been delivered or read
The product will be used by our clients who range from plumbers and bricklayers to small hi-tech companies and will be offered free to them.
All competitor products are pretty much subscription tools and include features from the second and third stage products we need. They are as follows (not exhaustive by any means):
the list goes on
The remaining two parts of the project (which are to put out to tender separately) once this small tester is functional are:
2. Simple bookkeeping tool on top of this invoicing module which enables bank and cash reconciliation, importing bank statements and setting up auto rules for assigning to expenses / sales areas. For non VAT Registered clients.
3. as two but enables VAT and facilitates online filing of VAT returns
Both of these will be subscription based products