Table of Contents

Invoices in Sonar: Examples, Creation & Contents

Morgan Wynnes Updated by Morgan Wynnes

Invoice Configuration

Invoice configuration is handled at the company level, meaning that each company can have their invoice setup customized to suit its needs. These invoice settings are available to you when creating a new company within your Sonar instance, or when editing an existing company.

To Access a Company's Invoice Configuration:
  1. Navigate to Settings > Companies
    1. If the company already exists in the instance: click "Edit" for the company
    2. If the company needs to be created: click "Create Company"
      For more information on creating companies in your instance, check out the Company Setup documentation here.
  2. Whether you are completing the invoice configuration from within the Create Company window or the Edit Company window, the fields you interact with will be the same. A breakdown of these fields is provided below to outline where and how this information is displayed on the actual invoice.
Invoice Breakdown of Configurable Fields

An example invoice generated from within Sonar is provided below. For each numbered item, expand the 'Where to Configure' section to learn which specific fields from the Edit Company or Create Company window these items correspond to.

The invoice example used in the pictured below can also be downloaded here: Example Invoice.

The example used here is in the Invoice bill mode and the 2nd page (containing the transactions) is not shown, as the information displayed on the 2nd page is not configurable.

To learn more about the differences between Invoice mode and Statement mode, and how this affects the 2nd transactions page, refer to the 'Invoice vs. Statement Mode' section below.
  1. Company Name: the name the company operates under.
    Where to Configure
    From within the Edit Company or Create Company window:


  2. Company Address: the address of the company.
    In accordance with USPS postal addressing standards, if a line 2 is present (for either the company address or customer address), it will appear appended to line 1 of the address.




    Where to Configure
    From within the Edit Company or Create Company window:


  3. Company Logo: the company logo.
    Where to Configure
    From within the Create Company window (when newly creating a company):



    From the Companies table (when the company already exists in the instance):


    The system will accept any image under 2MB, however, when appearing on invoices the optimal image size is 230 x 100 pixels.
  4. Custom Fields: any account-level custom fields will be displayed here, but will only be displayed for accounts that have a value for the field (i.e. in our above example, if we did not have the value 'Tony Stark' set for the Account Manager field then this section would not appear).
    Where to Configure
    From within the Edit Company or Create Company window:


    To learn more about custom fields and how you can create them, take a look at the Custom Fields Overview & Use Cases article here.
  5. Invoice Message: if an invoice message is configured it will be displayed here. If, however, you manually create an invoice and use the 'Print Message' feature, the print message will override the existing invoice message.
    Where to Configure
    Unlike the majority of information displayed on the invoice, the invoice message is not configurable from within the Companies screen. To configure an invoice message for certain account types, navigate to:
    1. Settings > Financial > Invoice Messages
    2. Click "Create Invoice Message"
    3. Complete the required fields from the Create Invoice Message window
    For a more in-depth look at invoice messages and how they can be configured, refer to the Invoice Messages: Overview & Use Cases documentation here.
  6. Remittance Slip: if enabled, this will automatically include a detachable remittance slip on the invoices, to provide your customers with information on who to make checks payable to and space to disclose the amount. If disabled, this bottom half section of the invoice will be blank. An
    example of an invoice with no remittance slip can be downloaded here.
    The below fields (#'s 7 - 14) are for the remittance slip, and will only appear on the invoice if the Show Remittance Slip field is enabled.
    Where to Configure
    From within the Edit Company or Create Company window:


  7. Late Fee Warning: if you have configured late fees a warning message will be displayed here. This is used to inform the customer that a late fee will be applied on past due invoices, as well as the amount they can expect to be charged, if late.
    Where to Configure
    Unlike the majority of information displayed on the invoice, late fees are not configurable from within the Companies screen. Late fees can be configured by navigating to:
    1. Settings > Billing > Billing Settings
    2. Scroll down to the bottom of the form and check the "Apply Late Fees" box
    3. Additional fields will appear and need to be configured before late fees can be applied
    For a more in-depth look at late fees and how they can be configured, refer to the 'Late Fee & Printed Invoice Fee Management' section of the Billing Settings article here.
  8. Checks Payable To: this field is used to provide your customers with the company name that they should make checks payable to. This allows you to have a distinct company name in Sonar, while having the legal business name on the invoice.
    Where to Configure
    From within the Edit Company or Create Company window:


  9. Company Logo: the company logo will be visible here on the remittance slip section as well, but only if the remittance slip is enabled.
    Where to Configure
    From within the Create Company window (when newly creating a company):



    From the Companies table (when the company already exists in the instance):


    The system will accept any image under 2MB, however, when appearing on invoices the optimal image size is 230 x 100 pixels.
  10. Company Name: the name the company operates under (same as #2 above).
    Where to Configure
    From within the Edit Company or Create Company window:


  11. Company Address: the address of the company (same as #1 above).
    In accordance with USPS postal addressing standards, if a line 2 is present (for either the company address or customer address), it will appear appended to line 1 of the address.




    Where to Configure
    From within the Edit Company or Create Company window:


  12. Tax Identification: used to provide customers with the company's tax identification number.
    Where to Configure
    From within the Edit Company or Create Company window:


  13. Phone Number: the phone number of the company.
    Where to Configure
    From within the Edit Company or Create Company window:


  14. Website Address: the address of the company's website.
    Where to Configure
    From within the Edit Company or Create Company window:


Invoice vs. Statement Mode

In Sonar, the bill that customers receive can be in one of two formats:

  1. Invoice mode: this format will only contain transactions that are explicitly associated with the invoice itself.

    This means that:
    1. Within the summary box, the 'total due by' amount will only reflect the total of that specific invoice.
    2. The transactions listed on the 2nd page will only reflect the transactions specific to this invoice.
      To download an example bill in invoice mode, click here.
  2. Statement mode: this format will contain transactions that are explicitly associated with the invoice itself, in addition to any prior balance information.

    This means that:
    1. Within the summary box, the previous balance will be listed and the 'total due by' amount will reflect any prior balance.
    2. The transactions listed on the 2nd page will include both the transactions specific to this invoice and any prior unpaid invoices.
      To download an example bill in statement mode, click here.

Setting a Customer's Bill Mode

Each customer can have their preferred bill mode set at the account level. To set or edit a customer's bill mode:

  1. Navigate into the "Billing" tab for the account
  2. Click into the "Billing Configuration" sub-tab
  3. Click "Edit" above the Billing Detailed section
  4. From within the Edit Account Billing Parameters window, use the Bill Mode field to select either "Invoice" or "Statement"
  5. Click "Save"
For all invoices generated for an account, you will also have the options to:

Download PDF: this will download a PDF version of the bill in invoice mode
Download Statement:
this will download a PDF version of the bill in statement mode
Email Invoice:
allows you to email a copy of the bill to the customer - the bill will appear in the bill mode specified for the account

To access these options for an invoice:
1. Navigate into the "Billing" tab for the account
2. Click into the "Invoices" sub-tab
3. Locate the invoice in the list and click the downward arrow, adjacent to the "Edit" button

Creating an Invoice

In Sonar, invoices can be created manually or as a result of automatic billing running. For invoices that are generated as a result of automatic billing, you will need to set when you want invoices to be generated and billing to run, among other settings; these can be configured within your billing defaults or through the individual account's billing configuration.

For more information on configuring billing defaults, as well as detailed examples of different billing scenarios, refer to the Billing Defaults documentation here.
Manually Creating an Invoice
Any manually created invoices will not be included when using the printed invoice batches tool or the email invoice batch tool.

To create an invoice for an account manually:

  1. Navigate into the "Billing" tab of the account
  2. Click into the "Invoices" sub-tab
  3. Click "Add Invoice"
  4. From the Create Invoice window that appears, complete the required fields and click "Create"
    Expand this section for a detailed look at the fields within the Create Invoice window
    Uninvoiced Debits: any available debits, which have not already been included in an invoice for the account, will appear here to be selected. Multiple debits can be selected from this list, and will be listed under the 2nd page of the invoice which list the transactions.
    Invoice Date:
    this will be the date that you want the selected debits to be invoiced. You can select the current date or a future date, but selecting a past date will result in an error.
    Invoice Due Date:
    this field can be used to set a custom due date for the invoice; if this field is left blank, the due date will default to be based off of your billing and invoicing settings within your instance.
    Print Message:
    the print message option allows you to add customized language to the invoice you are creating, which will appear above the remittance slip section on the invoice. If you have an invoice message configured and you use this print message option, the print message language will be displayed instead.
    Use Available Credits:
    if the account has any available credits this option will be available. If checked off, all available credits for the account will automatically be applied to pay down this invoice.

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