Misaligned Invoice Emails

Invoices or proposals may appear skewed when sent via email because they are sent using HTML. Different email clients such as Outlook, Gmail, Yahoo, etc. render HTML differently. To resolve this you may select the option to attach the invoice as a PDF. 

Late Fee Setup

Fixed Late Fees | Enter a fixed rate and choose aging to apply to overdue customers

Annual Percentage Rate (APR) | This late fees generates based on a percentage of the total amount due. Enter the annual amount during setup, Probill automatically divides this number by 12 to calculate the monthly rate. 

Greater of Fixed or APR | Automatically generate the late fee with the higher rate.

Print Mailing Labels

Generate a customer list by selecting the “Find” button in the customer information screen. Enter something your customers have in common (state, zip code, bill cycle, etc) to create a specific search, (or leave these fields blank to pull up all customers) then “Find Match“. When your list appears select “Process Documents” to bring you to the documents screen. At the top, you have the option to “Choose a Document” and select “Labels” from the drop-down menu. Then Print Customer Group.

Avery 5×62  |  1 1/3″ x 4″  |  14 per sheet

Duplexing

Add newsletters or promotions to the back of your recurring invoices with the document generator by saving the document in the Duplexing section. Once you have created the newsletter or promotion you would like to appear on the back of your invoice, select the drop-down menu “Monthly“, then “Print Recurring Billing“. The bottom of this screen is where you can check-mark “Print a letter on the back of your Invoices“.

To create your document for Duplexing, select the drop-down menu “Setup“, then “Documents“. At the top left where it says, “Available Documents:”, navigate to the drop-down menu “Duplexing“. Here you are able to create, edit, view and remove documents as you wish.

*The cost for duplexing using our Mail Processing Service (MPS) is an additional 8 cents per mail piece.

Printer Setup

On the main-screen of Probill select the drop-down menu “Setup“, then “Printer“. Here you are able to choose the print method you would like.

Mass Print & Email Documents

Generate a customer list by selecting the “Find” button in the customer information screen. Enter something your customers have in common (state, zip code, bill cycle, etc) to create a specific search (or leave these fields blank to pull up all customers) then “Find Match“. When your list appears select “Process Documents” to bring you to the documents screen. Select the item you would like to print or e-mail and then at the bottom, you have the option to “Print Multiple Documents” or select “Email Document“.

Document Tips

Select the drop-down menu “Setup” then “Documents” from the main screen of Probill to view the document editor. Here you are able to create, edit, view and remove documents as you wish.

Using Keywords | Select the Insert Keyword option in the document generator to insert generic fields for Probill to pull from the customer information screen. When viewing, printing or emailing a document from the Documents portion of the Customer Information File, keywords like [BillingContact] & [CustomerNumber] will fill in automatically.

Available Documents vs Documents in Use | The Available Documents box displays all docs available for use in Probill. To add it to the Documents in Use box, highlight the name and select the Use Doc button. Now the document is ready for use in the customer information file. Alternatively, select Remove Doc to move it back to the Available Documents box.

Comment Form Templates | Create templates and generate them in a customer’s Comments section to save as part of their file.

Check out our quick tutorial on Probill’s Document Editor

Export Reports

Any Probill report can be exported by selecting the export icon from the top of the reports screen. The icon displays an envelope with a red arrow. Select the icon, choose “Excel” in the Format box, then change the Destination box to “Application.”

Report Tips

Select Expert | Located at the top of the reports screen as the hand symbol. Click the tool, select ‘New’ then choose from the list of categories to filter. To find all payments of a specified amount, for example, the category selection would be “transaction amount.” Then, by selecting “is equal to” Probill will display another drop down menu of transaction amounts listed on that report. Choose the appropriate amount and select OK to filter.

Search Text | Located at the top of the reports screen as the binocular symbol. This tool is handy when searching for something specific like an invoice number or transaction reference.

Other Notes |

  • Reports display invoices based on their due date.
  • The Receivables Report displays the current day’s receivables.
  • Reports generate based on the way your database is sorted (excluding any report that requires entering a date range). The sort order box is located on the right hand side of the customer information screen. Sort by monitoring number, addresses, names, etc.
  • Clicking on a category in the Sales Report will show all invoices with that category reference.