💡 Why Use the Regular Invoice Collection for Paid Payments Template

To facilitate the work of finance managers and administrative staff, the system will automatically collect paid invoices on a regular basis according to your settings. This ensures that the finance department receives invoices in a timely manner and effectively manages invoice data.

👉 How the Template Works

The template includes a data table and an automation task.

• Automation Task "Automatic Invoice Collection": Automatically collects invoices from payers who have not provided invoices at 10 AM on the 25th of each month.
• Data Table "Invoice Management": Used to store submitted invoice information.

🎯 Usage Steps

1. Install the Template

Install this template into your Bika Space. If you need to manage multiple projects simultaneously, you can install this template multiple times. One template corresponds to one project.

2. Assign the Finance Manager Role

You need to invite the finance manager to join the Space. You can set the role to "Finance Manager" and then create an invitation link.

3. Configure the Automation Task

Enter the editing interface of the Automatic Invoice Collection automation task, where you can modify the task's trigger conditions and execution actions. If not set, it defaults to automatically sending reminders at 10 AM on the 25th of each month.

4. Initialize Payer Information

Set the corresponding payer information in the invoice management so that it can be used when collecting invoices. If not set, the invoice collection function will not work properly.

5. Test the Automation Task (Send Collection Reminder)

We have enabled the Automatic Invoice Collection automation task by default. You can check whether the reminder notification is successfully sent at 10 AM on the 25th of each month. You can also click "Run Now" to test whether you receive the reminder notification.

6. Submit Invoices

Payers can submit invoices through the collection reminders they have received, and the system will automatically add the invoices to the "Invoice Management" data table.

7. Confirm Invoices

After the payer submits the invoice, the finance manager will receive a reminder that the invoice has been submitted and needs to confirm whether the submitted invoice is correct.

8. View Submitted Invoices

In invoice management, you can view all submitted invoice information, including invoice status, submitter, submission time, etc.

👉 Suitable for

This template is very suitable for:

• Finance Managers: Need to efficiently manage and collect invoices.
• Administrative Staff: Need to assist employees in submitting invoices and reimbursement applications.
• Accountants: Need to organize and check invoice data.
• Team Leaders: Need to understand the reimbursement situation of team members.
• HR Managers: Need to manage the reimbursement process for employees.

⭐ Main Features of This Template

• Efficient Management: Automated reminders and invoice collection to improve work efficiency.
• Timely Feedback: Automatically send reminder notifications to ensure invoices are submitted on time.
• Data Organization: Centralized management and organization of invoice data for easy follow-up processing.
• Reduce Omissions: Automated processes ensure that all invoices are processed and tracked in a timely manner.

🔧 Frequently Asked Questions

1. How to change the reminder time and frequency?

   You can modify the time and frequency of the trigger conditions in the automation task editing interface. The automation task is executed according to the set time and frequency, and then sends reminder notifications.

2. What if I want to stop sending reminders automatically?

   You can turn off the switch on the automation page to stop sending reminders automatically.

3. How to view and manage invoice data?

   All submitted invoice information will be stored in the Invoice Management data table, and you can view and manage this data at any time.