Billing Process :

1. Log in to Hubstaff.

• Go to Financials.

 

• Go to Invoices.

 

• Click New Invoice.

 

• Search for the Client / Project.
• Make sure Issue Date and Due Date are the same.

 

• Click Generate Line Items.

 

• After generating, a page will pop up. Fill out the pop-up page.
• Date Range – put last week’s Friday and current week’s Thursday.
• Click Apply.

 

• Projects – Search for the client / project
• T0-Do – All-to-dos
• Line Items : By user, to-do, date
• Once filled out, click Generate.

 

• You will be routed back to New Invoice.
• You will see an empty field in the Description, just click Trash.

 

• Scroll down, click Save as draft

 

 

• Go to Stripes.
• Click Customers.
• Look for the Client/Project then go to his account by clicking the Client’s Name.

 

• Go to Payments.
• Click Create.

 

• The “Create a new payment” page will pop-up.
• Go back to Hubstaff and copy the Amount Due then paste it in Stripe.
• Click Create payment.

 

• Refresh Stripe and check if the payment Succeeded.

 

• Go back to Hubstaff. Click Record Payment.
• A small page will pop-up, just write “Stripe” as Notes.

 

• Click Save. There should be the word “PAID” in the receipt.
• Click More Actions.
• Click Download PDF

 

 

• Save the PDF and make sure to remember the filename since you will upload this later in the Client’s Portal.

 

• Go to WordPress. Click Client Portals.

 

• Search for the Client then click Edit.

 

• After opening the account, scroll down and look for Invoice.
• Click Add Row. Fill out the Date. Upload the PDF File for the Paid Invoice.
• Make sure the that under the Invoice Paid, you click Yes.

 

• Click Update.
• Right click the Permalink. This will route you to the Client’s Portal.

 

• In the Client’s Portal, go to Account. Click Payment History.

 

• Go to Click to View Invoice.

 

• Make sure the invoice is accurate by checking on the Client’s Name, the Issue Date and the Due Date

 

• Go to Client’s GHL.
• Go to Active Clients and search for the client/project.

 

• Go to Additional Info.
• Last Billed On – the Issue Date
• Last Billed Amount – Paid Amount
• Unpaid Invoices – these are payments that did not go through due to insufficient funds
• Paid Invoices – record of all payments made

 

• Click Save.

 

• Click Send Email.

 

• Click the Templates Icon.

 

• Choose Billing Invoice Charged Success.

 

• Click Use Template.

 

• Click Send.

 

• Go to your Agent Portal.
• Finish the task by adding notes.
• For the Notes, just copy the last email you sent to your client and paste it.
• Then Circle Back to next Billing Day.