Ambrook allows you to create, send, and even receive payment on invoices without leaving the app. This step-by-step guide will show you how.
Self-Paced Virtual Walkthrough
If you’re a visual learner, this self-paced video tour will walk you all the way through the invoice creation process. Click on each prompt to go to the next step.
Step 1: Create a New Invoice
Start from the “Invoices Tab” of your Ambrook app and click on the “Accounts Receivable” section in the top right quadrant.
This page is where you will see all of the invoices you have created and their current status.
To make a new invoice, click the “+ New” button to the right of the “Accounts Receivable” heading. That will open up an invoice creation page that looks like this:
Fill out the fields on the left as necessary for the invoice you are creating. If you already created the invoice outside of Ambrook, you can drag it into the “Quick Import” box and Ambrook will attempt to read the details in.
Description and Use
This is a required field, and your customer must have a valid email address in order to create an invoice for them. See how to manage customers for more information.
Enter an Invoice ID for your records. This field is not required, but if you leave it blank, it can be hard to distinguish invoices in the future.
This is set to the date you create the invoice by default, but you can change it to whatever date you like.
Ambrook uses this information to alert you when an invoice is coming overdue. Set Net Terms to “0” if payment is due upon receipt of the invoice.
This date is calculated based on the Invoice Date and Net Terms fields, but you can also set it directly.
Make Checks Payable To
If you are expecting to be paid by check, change this field to the name you want written on the check. This field defaults to your business name.
Use the Attachments section to upload any other documents you want to be associated with the invoice for recordkeeping. For example, a list of cattle IDs, or any correspondence associated with an order.
Note that these attachments will not be attached to the invoice if you send it to your customer via Ambrook. They are attached for recordkeeping purposes only.
Next, enter a description and price for each of the goods or services you are selling. For products that are sold at a certain price per unit, you can enter the Quantity being purchased and Price per unit, and the Amount field will multiply Price times Quantity automatically.
For products that don’t make sense to be sold at a certain price per unit, you can skip the Price and Quantity fields and simply fill in the Amount field with the total price for the product.
There is no limit to the number of line items you can have on an invoice. The Total calculates automatically as the sum of the Amount field on your line items.
Tag your Invoice
One of the benefits of managing invoices directly in Ambrook is that you can do your bookkeeping at the same time as you create the invoice in a single step. You have two options when doing so.
Tag everything at once
By default, Ambrook gives you the option to tag the entire invoice with a single set of tags from the tag bar above your line items (shown in the screenshot above.) You can add tags to your income line items here just like you would from the Ledger.
Tag each line separately
If you do need to tag the line items separately, simply click the green “Tag Each Item” button and tags will appear on each line item, as below.
At any time in the Invoice Creation process, you may want to step away without finalizing the invoice. To do so, simply click the “Save as Draft” button in the top right corner. Your invoice will be saved as a draft and you can pick up where you left off later.
Draft invoices are never included in your Accounts Receivable.
Step 2: Send the Invoice
Your invoice is created, now all you have to do is send it out and get paid!
Send Via Ambrook
Ambrook integrates with Stripe to allow you to send invoices and collect payments all from the same application. To do so, click the dark green “Send Invoice” button in the top right corner to open up the “Send Invoice” panel.
Confirm the recipient's details, especially the email address, and use the check boxes to indicate how you will accept payment. Note: If you do not want to accept either ACH or Credit Card for an invoice, you cannot send that invoice through Ambrook. Go to the next section to learn how to download the invoice and send it separately.
When you’re ready, click “Send Invoice”! Your recipient will receive it directly to their email inbox and can pay you in a few clicks.
Send Outside of Ambrook
Sometimes, you may not want to send the invoice directly through Ambrook. In those cases you can simply download a PDF of the invoice and email it yourself or print it out and hand it over in person.
To do so, click “Save Draft” to save the invoice, then open it again from the main Invoices page and click the “Download PDF” button.
A new window will open that says “Generate PDF of Invoice”. It will warn you that downloading the invoice will finalize it. Ambrook does this so that the PDF or paper version of the invoice will always reflect the digital version in Ambrook. You are also given the option to select which payment options you would like to accept if you ever do want to resend this invoice via Ambrook.
Make changes if you wish, and then click “Finalize & Download” to download your invoice as a PDF. It will look something like this, with your farm’s logo in the top right corner.
Email the PDF to your customer, or print it out and give it to them.
Step 3: Match a Payment to the Invoice
Once you’ve sent out your invoice, you are just waiting for it to get paid. When it does, you’ll do one final step to close the loop with your bookkeeping - match the invoice to the payment that pays for it.
Open invoices appear on your Accounts Receivable page and show you their status.
Click the “Match Payment” button to associate the invoice with a transaction on your ledger. A panel called “Match Payments to Invoice” will appear and allow you to find the correct transaction.
Sometimes an invoice is paid off by multiple payments, so check off all the relevant payments until the progress bar at the top shows 100%.
When you are done matching, click “Done” and the Invoice will be moved to the “Completed” section of your Accounts Receivable Page. Furthermore, when you see the linked transaction on the Ledger, the line items and tags from your invoice will have been copied over, so there’s no bookkeeping left to do.