Billing management features
Client billing management
Scolana operates a double-entry accounting system.
Invoices / credit notes / quotes
- Create, view, edit, issue invoices and credit notes and quotes
- Draft documents are not visible to client or accountant until issued
- Default and per-line-item VAT rates
- Create a new invoice from an existing invoice or quote
- Create credit notes quickly based on an existing invoice
- Analytic codes
- Income accounts
- Commentaires et fichiers joints
Payments
- Online payments possible with Stripe integration
- Register other kinds of payments: bank transfers, cheques, cash, paypal
- Payments always registered against one or more corresponding invoices
- Automatic cheque remittance slips, simplify bank reconciliation process
- Register bounced cheques
- Plan future payments
- Reimbursements
Billing processes
- Bulk invoice creation for all children in a class
- Bulk invoice creation for participants in adult training
- Manual invoice creation for non-standard or occasional items
- Billing-automation plugin development possible
- Lock invoices to prevent accidental modification
- Unlock invoices to correct errors (Scolana retains the original invoice number and date to avoid accounting conflicts)
Direct debits
- Create a monthly payment plan based on a percent of amounts due
- Create a plan manually – date and amount
- Download order file in SEPA XML format
- Direct debits are automatically assigned to their invoices
- Automated SEPA mandate creation (with client name and details, based on standard PDF template, automatic or manual reference number)
- Create, manage, update client bank account details
Communications
- Bill notifications – automatic email for newly-issued documents ; unpaid invoices
- Payment plan available on invoice PDF, notification email, client extranet
- Direct debit reminder notification for clients
- Client extranet with access to invoices, quotes, planned payments, account history and balance
Supplier-side accounting
- Invoices, credit-notes
- Expense accounts
- Link to class or courses to calculate profitability per activity
Ledger
- List all double-entry transactions
- Export in excel format (for import into your accounting package)
- Global ledger-lock to prevent conflicts with your accounting system
- Manual transactions – for internal transfers and any operation not representable by any standard document
Configurable automatic numbering
- for invoices, credit-notes, and quotes
- for client accounts
- for supplier accounts
- for contracts
Client account tracking
- list all transactions (invoices, payments, etc)
- balance now, balance at a given date
- export account list as excel
Spreadsheet exports available
- Each export is available on the currently-selected set of items
- list of transactions
- list of accounts
- list of invoices
