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Getting started with pet & trade invoicing (beta)

Invoicing allows funeral homes to consolidate multiple cases and charges into a single, clear, itemized invoice for easier billing

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Invoice Actions
Financial features

Need help with Invoices setup?  Please complete this form to request help setting up Pet & Trade Invoicing with Passare's support team.

Or contact Passare support at support@passare.com or by calling (800) 692-5111.

Invoicing roles & settings

Go to Admin  > Organization  >  Roles

Open any user Role to grant Invoicing permissions 

Go to any Role you would like to grant Invoicing permissions  > System  >  Financials

Under System > Financials you can grant user role permissions to access:

  • Invoices (all),  Create invoices, Pay invoices, or Void invoices

Under System > Financials you can grant permissions to access: Invoices (all),  Create invoices, Pay invoices, or Void invoices

Make selections for this Role's permissions  >  Save

Configure Invoice PDF columns in Settings

Configure invoice PDF columns for Pet & Trade

Go to Admin > Financials > Invoices

For Pet and Trade, the following columns are already auto-checked:

  • Charges
  • Date
  • Subtotal/Tax
  • Owner (Pet only)
Trade columns Pet columns
Trade case invoice PDF column options Pet invoice PDF column options

Uncheck any columns you do not want to show on the PDF  >  Save

You will then see the columns you selected on your Invoice PDF

Pet cases PDF:

Pet case invoice PDF example

These columns will then be reflected on your Invoice PDF

Trade cases PDF:

Trade case PDF example

Invoices Page

Go to Financials > Invoices

This takes you to the Invoices page

View of the new invoices page

Here, you can:

  • Create, view, and download invoices
  • See your Invoices summary
    • Number of Open invoices
    • Number of Past due invoices
    • Balance due
    • Number of Uninvoiced cases

View of the Invoices page and invoices summary showing the following info: Invoices summary Number of Open invoices Number of Past due invoices Balance due Number of Uninvoiced cases

Invoice status

  • Open - An invoice has been created and has an outstanding balance.
  • Closed - The invoice was created, sent, and has now been paid in full.
  • Past due - the due date on an invoice has passed. 
  • Voided - When an invoice is voided, the cases and charges on that invoice are now available to be included on a new draft or invoice.

Download invoices

Select invoice(s) you'd like to download

Checkmarked invoices on invoices page, with red rectangle around checkboxes

Actions > Download

Actions menu drop-down opened > Download

You can also download invoices directly from an open invoice  >  ellipses  >  Download

You can also download invoices directly from an open invoice  >  ellipses  >  Download

Search and Sort invoices

To search invoices, go to the Invoices page

Start typing in the Search box  > View search results

Search results populated after typing 'closed' in the search bar on the invoices page

To sort invoices, click any of the column headers to sort A-Z or sort Z-A

Such as, by Payer (shown below)

Sort invoices view on the Invoices page. Sorted by Payer in the picture

Filter invoices

You can filter invoices in two places: from the full Invoices list or while creating invoices.

To filter all invoices, go to Invoices > Filter > you'll see the filter drawer appear

Add your filter selections and > Add filter or Apply

Filter invoices drawer is opened and the information fields, add filter button, and apply button are pointed out by red arrows

Filter all invoices

Choose whether you're filtering All or Any

  • All - means every single filter must be true for the cases to show up
  • Any - means any of the filters can be true for the case to show up

Choose whether you're filtering All or Any

To filter, select a field  >  a condition  >  select or enter a value

You can filter by the following fields: Balance, branch, due date, invoice date, status, payer, or type 

To filter, select a field  >  a condition  >  select or enter a value

Once you've made your selection > Add filter

Once you've made your selections > Add filter

Add additional filters (as needed) > Apply

Add additional filters (as needed) > Apply

You will see a confirmation message and filter results when filters are applied successfully

You will see a confirmation message and filter results when filters are applied successfully

Filter while creating invoices

From the Create invoices page  > select Payer, Branch, invoice date, due date  >  Filter

From the Create invoices page  > select Payer, Branch, invoice date, due date  >  Filter

Choose whether you're filtering All or Any

  • All - means every single filter must be true for the cases to show up

  • Any - means any of the filters can be true for the case to show up

Choose whether you're filtering All or Any

Next, select your field > select a condition  > and a value

You can filter by the following fields: Case created date, case status, case tags, client service type, contract date, date of death, disposition date, disposition type, invoice signing date (first, last, or any)

Next, select your field > select a condition  > and a value

Once you've made your selection > Add filter

Once you've made your selections > Add filter

Add additional filters (as needed) > Apply

Add additional filters (as needed) > Apply

You will see a confirmation message and filter results when filters are applied successfully

You'll see a confirmation message and filter results once filters have been applied successfully

Create an invoice

To create an invoice, go to Financials > Invoices

Navigation path to invoices page. Financials > Invoices

From the Invoices page > Create invoice

To create a new invoice, we go to the Invoices page > Create invoices button

Complete the invoice fields:

  • Payer
  • Branch
  • Invoice date
  • Due date
  • Memo
  • ☑️ Check all cases to include on the invoice

Only cases that are tied to the selected payer that have been signed at least once and cases that have an outstanding balance will be available to include on an invoice. If you think any cases are missing, check whether they have been signed.

Select cases to add to your invoice  >  Add  >  Create

Select cases to add to your invoice  >  Add  >  Create

  • The "! symbol"  icon will appear when a case has unsigned changes
  • You can include a case with unsigned changes, but please note that charges must go on a separate invoice.

A confirmation pop-up will prompt you to proceed with creating an invoice with unsigned cases.

To proceed, confirm you'd like to > Create

Create invoice confirmation message pop-up

A green confirmation message will appear once the invoice has been created successfully.

Invoice created success message in green

Save a Draft

You can choose to save a draft instead Create invoice page

From the create invoice screen, simply choose cases you plan to invoice later >  Add  >  Save draft

Save draft button with red arrow

  A green confirmation pop-up appears once the draft is saved.

Invoice was successfully created on a green toast message confirming invoice creation

Delete invoice drafts

From the Invoices page  >  open an existing invoice  >  Delete

Delete button with red arrow pointing to it

Confirm you'd like to Delete draft on the pop-up message  >  Delete

Delete draft invoice confirmation message. Delete button with red arrow pointing to it

Pay, edit, delete, or void an invoice

Pay Invoices

To add a Payment, go to Financials > Invoices

Open an invoice  >  Add payment

Invoices page. Red arrow pointing to the Add Payment button

Next, Select a payment option:

  • ACH, Cash, Card, or Check

Add Payment screen. Payment type drop-down open with red arrow

Complete all remaining payment details:

Payment amount*
  • Payment date*
  • Payer*
  • Email receipt:
  • Memo
  • Additional details for certain Payment Types:
    • ACH  -  Reference number
    • Check  -  Check number
    • Card  -  Card type, or Card type: Other

When all payment details have been entered > Pay 

Completed Add Payment screen with fields filled in and Pay button with red arrow pointing to it

To send a receipt for a new Payment

  • Open an invoice > add Payment > edit or add new email recipients

    • Click email recipient to:

      • Include or remove the Payer email, simply check or uncheck it.

      • Edit or add a custom email, type custom email > Enter to add custom recipient.

Add email recipient drop-down custom field

    • And Pay

Pay button with red arrow pointing to it

The Email receipt field auto-fills with the Payer email from the Rolodex contact

Every address listed in the Email receipt field (Rolodex and custom) will receive the receipt.

Email receipt add custom email address screen with red arrow

 

Custom email addresses added here are saved only for this payment on this invoice.

Note: Old payments emails do not change. They keep the email addresses that were set at the time.

A green confirmation appears when the payment's been saved.

Payment saved confirmation message in green

 

NOTE:  We do not currently have a way to automate, track, or send automatic reminders once an invoice is Past due.

Edit payments

To edit payments, start from Invoices  > open an invoice

Go to the Transactions tab  > open the payment actions list  >  Edit

To edit payments, start from Invoices  > open an invoice Go to the Transactions tab  > open the payment actions list  >  Edit

Edit payment details: payment method, payment amount, payment date, receipt number, and email receipt.

Once edits have been made, be sure to  > Save.

Edit payment screen, Save button with red arrow pointing to it

And confirm the edited pay details on the pop-up message > Save

Edit payment confirmation message pop-up with red arrow pointing to Save button

Delete payments

Go to Invoices  >  Transactions tab >  open the ellipses menu  >  Delete

Go to Invoices  >  Transactions tab >  open the ellipses menu  >  Delete

Confirm to delete payment in the confirmation pop-up message  > Delete

Confirm to delete payment in the confirmation pop-up message  > Delete

Void invoices

From the Invoices page  >  select an invoice or draft   >  Void  >  confirm Void 

Void invoice confirmation message pop-up

 

If you need to correct a charge, you do so by creating a new invoice

If you remove an item from a signed case, be sure to re-sign the case after removing it.

How to Fix a Charge
 
You can fix this in two ways:

1. Update the case

  • Make your changes > Re-sign the case > Save

2. Update the invoice

Choose one option:

    • Void the old invoice > create a new invoice > add the updated case, or

    • Create or edit a draft invoice > include the updated case > Save

Review and save

    • Check the Charges column on the Cases tab > Add any needed cases > Save

If the case contains only a refund (no remaining sales items), the refund amount can be added to the invoice, provided it doesn't result in an invoice with a negative balance.

View invoice history and transaction history

If you need to navigate back, press Backspace or select the correct page from the top‑left navigation link.

View of the top‑left navigation link.

To see detailed history  >  open either the invoice history tab or transaction history tab

To see detailed history  >  open either the invoice history tab or transaction history tab

Open an invoice  >  see more options, open the ellipses menu  >  History

Open an invoice  >  see more options under the ellipses menu  >  History

You can then view the history details

history details results view

Batch actions

Once the feature is turned on, you'll see invoice payments as an option to add to your Batch Deposits

Go to Financials  >  Deposits  >  Create Batch Deposit

Add any invoice payments you'd like to include on your Batch Deposit  >  Save!

Create Batch deposit screen Add any invoice payments you'd like to include on your Batch Deposit  >  Save!

 

Batch Deposits screen

Goods and Services page

On the Goods & Services page, there's a new Invoice column located in the Sign case section.

Invoice links tied to this case are listed in the new Invoice column.

Click an invoice link to be rerouted to view the invoice and invoice details.

On the Goods & Services page, there's a new Invoice column located in the Sign case section. Invoice links tied to this case are listed in the new Invoice column.

Payments & Adjustments page

On the Payments & Adjustments page, you now see Invoice links

Invoice links are tied to their payments, and adjustments for this case will be shown and linked under Details.

Simply click any invoice link to be rerouted to the invoice and view any associated transaction history or activity.

On the Payments & Adjustments page, you now see Invoice links Invoice links are tied to their payments, and adjustments for this case will be shown and linked under Details.

 

 

Need help? Email support@passare.com or call (800) 692-5111.