Overview
The Invoice section is where you create and manage invoices for services rendered to clients. This is critical for tracking payments, managing your funeral home’s finances, and ensuring clients receive clear billing statements.
Understanding Invoices
An invoice is a formal billing document that itemizes all services provided and charges incurred for a deceased individual’s case. It includes:
•Storage charges (calculated based on duration)
•Service charges (embalming, casket, transportation, etc.)
•Any additional fees
•Total amount due
•Payment terms and due date
Creating an Invoice
Step-by-Step: Creating an Invoice
1.Navigate to the Invoice section from the main menu
2.Click the Add Invoice button
3.Select the deceased record associated with the invoice
•This will automatically populate services and storage charges
4.Review the itemized charges:
Storage Charges: Automatically calculated based on:
•Storage unit selected
•Number of days in storage
•Price per slot per day
•Example: 10 days × ₦50,000/day = ₦500,000
Service Charges: Based on services selected for the deceased
•Embalming: ₦75,000
•Casket Selection: ₦150,000
•Transportation: ₦50,000
•Any other services rendered
Additional Fees: Any other charges (optional)
•Rush fees
•Special requests
•Additional services not in standard list
1.Specify the client who will receive the invoice
•Select from clients linked to the deceased
•Or add a new client
2.Set the payment due date
•Typically 7, 14, or 30 days from invoice date
•Consider your business terms
3.Add any notes or special instructions (optional)
•Payment terms
•Special arrangements
•Contact information
4.Click Create Invoice to generate the invoice
Invoice Status Tracking
Invoices can have different statuses that help you track payment progress:
Draft: Invoice created but not yet sent to the client
•You can edit draft invoices
•Not visible to the client
•Use for review before sending
Sent: Invoice has been sent to the client
•Client has received the invoice
•Awaiting payment
•You can resend if needed
Partially Paid: Client has made a partial payment
•Some amount has been received
•Remaining balance is outstanding
•Follow up for remaining payment
Paid: Invoice has been fully paid
•All charges have been settled
•Case is financially complete
•Archive or close the case
Overdue: Payment deadline has passed without full payment
•Invoice is past the due date
•Requires follow-up with client
•May need payment arrangement
Managing Invoices
Viewing Invoice Details
Click on any invoice to view:
•Itemized list of all charges
•Client information
•Payment history
•Due date and payment status
•Any notes or special instructions
Recording Payments
When a client makes a payment:
1.Go to the invoice
2.Click Record Payment
3.Enter the payment amount
4.Select the payment method:
•Cash
•Bank Transfer
•Check
•Credit Card
•Mobile Money
•Other
5.Add any notes about the payment
6.Click Save
The invoice status will automatically update based on the payment received.
Issuing Refunds
If you need to issue a refund:
1.Go to the invoice
2.Click Issue Refund
3.Enter the refund amount
4.Specify the reason for refund
5.Select the refund method
6.Click Process Refund
The system will track the refund and update the invoice status.
Invoice Best Practices
1.Timely Invoicing: Generate invoices promptly after services are rendered
2.Clear Itemization: Ensure all charges are clearly listed and explained
3.Accurate Calculations: Double-check all calculations before sending
4.Professional Format: Use professional invoice templates
5.Payment Terms: Clearly state payment terms and due dates
6.Follow-up: Follow up on overdue invoices promptly
7.Record Keeping: Maintain detailed records of all invoices and payments
Payment Methods
Mortemcare supports multiple payment methods:
Cash: Payment received in person
•Record the payment immediately
•Get a receipt
Bank Transfer: Payment via bank account
•Record the transaction reference
•Verify payment before marking as paid
Check: Payment by check
•Record the check number
•Wait for check to clear before marking as paid
Credit Card: Payment via credit card
•Process through your payment processor
•Record the transaction ID
Mobile Money: Payment via mobile money service
•Record the transaction reference
•Verify payment immediately
Other: Any other payment method
•Specify the method in notes
•Record the transaction details
Financial Reports
To get an overview of your billing:
1.Go to the Reports section
2.Select Financial Report or Income Statement
3.Choose your date range
4.View revenue, expenses, and profitability
This helps you understand your financial performance and identify trends.