Generating One-Off Invoices

Overview

Sometimes you need to generate a one-off invoice for a policy that was originally set up as agency bill but needs to be converted to direct bill. This process involves voiding the existing agency bill invoice and creating a new direct bill invoice that can be sent directly to the client.

This process is typically used when:

• A policy was originally set up as agency bill (invoice sent to broker)
• You need to convert it to direct bill (invoice sent directly to insured)
• The original invoice needs to be voided and replaced with a new one

Step-by-Step Process

Step 1: Void the Existing Agency Bill Invoice

1. Navigate to Financials in the sidebar
2. Go to the Transactions section
3. Find the agency bill invoice you need to void
4. Select the checkbox next to the invoice
5. Click the “Mark As” dropdown button
6. Select “Void” from the options
7. Confirm the void action

Important: Voiding an invoice cannot be undone. The original invoice will be marked as cancelled and will no longer be active for billing purposes.

Step 2: Create a New Invoice Form

1. Navigate to your Company in the sidebar (click on your company name)
2. In the company settings, click on the “Forms” tab
3. Click “Create New Form” to build a new invoice form
4. In the form editor, click “Insert Smart Tag” button
5. Add the Billing Details smart tag with the correct information
6. Save the form as an “Invoice” type form

Step 3: Apply the Form to the Policy

1. Navigate to Policies in the sidebar
2. Find and open the policy associated with the original invoice
3. Click “Endorse Policy”
4. Skip through the endorsement steps
5. Select the newly created invoice form when prompted
6. Complete the endorsement process

Step 4: Generate and Send the New Invoice

After completing the endorsement process, the new invoice will be automatically generated. You can then:

1. Navigate to Financials → Transactions to view the new invoice
2. The new invoice will be set up as direct bill (sent directly to the insured)
3. You can export the invoice or send it directly to the client

Key Differences: Agency Bill vs Direct Bill

Agency Bill

• Invoice is sent to the broker
• Broker pays the full amount
• Commission is deducted from the total
• Broker handles client billing separately

Important Considerations

• Commission Impact: Converting from agency bill to direct bill will affect how commissions are handled
• Payment Tracking: The new direct bill invoice will be tracked separately from the original agency bill
• Client Communication: You may need to notify the client about the billing change
• Broker Notification: Inform the broker about the change in billing method

Troubleshooting

If the New Invoice Doesn’t Generate

• Ensure the form was saved as “Invoice” type
• Verify the endorsement process was completed successfully
• Check that the policy is still active

If Commission Issues Arise

• Review the brokerage settings for the policy
• Ensure commission rates are properly configured
• Check that the broker is set up for direct bill commissions

Related Documentation

• Changing Invoice Name After Sending
• Mark Transaction Status
• Brokerage Commission Management