Accelerate Cash Flow and Provide Customer Convenience with Sage 100 eInvoicing

Getting paid faster is a good thing in any economy, but we think you’ll agree it’s an even better thing right now. A new feature added to Sage 100cloud in March of this year, for both version 2019 and version 2020, makes it easier for your customers to pay you more quickly, so you can put that cash to work sooner. It’s called eInvoicing, and let’s learn a bit about what it is and how it works.

Quick Overview

With eInvoicing in Sage 100cloud v2020 and v2019, your business will have the option to let customers pay invoices online using their credit card or ACH. The feature works for Accounts Receivable, Job Cost, and Sales Order invoices. The payment data is then imported into Cash Receipts Entry to continue normal processing.

eInvoicing is Paya-powered

The eInvoicing feature is powered by Sage’s secure, encrypted, and PCI-compliant payment processing solution, Paya (formerly Sage Payment Solutions). Payments processed by Paya are fully secure and eligible for lower-cost Level 3 processing – and as a bonus they offer next-day funding on credit card transactions. To use eInvoicing, you’ll need to sign up for a merchant account with Paya. Many of our clients already use Paya for Credit Card Processing and ACH in Sage 100. If you have an account with Paya you are already one step closer to being able to use eInvoicing.

How It Works For Your Customers

With eInvoicing, your customers can pay as soon as they receive an invoice, and they can also answer many of their own invoice and payment-related questions using a self-service customer payment portal.

When you bill a customer using the eInvoicing feature, Sage 100cloud sends an email to your customer which includes the invoice information and a “Pay Now” button. If you are also using Paperless Office, the email will include a PDF attachment of the invoice. The customer simply clicks the “Pay Now” button, and they are taken to a secure payment form powered by Paya. The customer fills out and submits the form using either ACH information or their credit card details – and that is all there is to it. They have paid their bill and the money is on its way to you. Customers have the option to securely store their payment information in the system, speeding up the payment process even further in the future.

When your customer has questions about past invoices, outstanding payments, or payment options, they can easily access the convenient self-service customer payment portal to find their own answers anytime and from anywhere.

How It Works For You

First, you will enable the eInvoicing feature for individual customers or a group of customers. Next, you’ll go about business as usual. As invoices are generated in the normal course of business, Sage 100cloud emails the invoice to your customers designated for eInvoicing. Sage 100cloud will inform you if it encounters an error (such as a missing customer email address) while sending an invoice to a customer. You can view errors using the eInvoicing Error Log Viewer, a new utility in the Accounts Receivable Utilities menu.

To recognize and record the payments in Sage 100cloud, there is a new import utility that brings detailed payment information into Cash Receipts Entry where you can continue normal processing.

Benefits of eInvoicing

• Get paid more quickly
  When you make it easy for customers to pay, they’ll typically make those payments faster. That’s where the click-to-pay functionality in Sage 100cloud eInvoicing comes in. Most of us have seen and used this type of functionality before, making it feel safe, secure, and familiar.
• Save time with customer self service
  When customers call with questions about outstanding payments, current or past invoices, and payment options it costs your company time — and may delay a payment. With the eInvoice Payments Portal, your customers have a simple, secure platform to quickly get the answers they need —anytime of the day.
• Leave the security to Paya
  There’s a lot of liability involved in handling credit card data. With eInvoicing, Paya takes the risk using encrypted, level 3, PCI-compliant practices. Paya also handles the (optional) secure storage of customer credit card and ACH information for easier future payments.
• Automatic updates save labor
  Using eInvoicing, you’ll no longer have to manually enter cash receipt transactions for credit card and ACH payments, the eInvoicing import handles the task for you.

You may also reach out to us at any time to personally speak to one of our Sage 100cloud experts.