InvoiceCloud is a platform that allows your customers to see, download and pay their invoices online. For the latter, you need to activate the integration to allow customers to choose their preferred method of payment via the services of Mollie and Stripe.



In this article you'll learn how to use InvoiceCloud and as for payments, how to set up the link with Mollie and/or Stripe.

  • Give your customers access to InvoiceCloud
  • Sending your invoice
  • InvoiceCloud
  • Paying invoices online: Mollie & Stripe
  • Setup Stripe
  • Setup Mollie


Give your customers access to InvoiceCloud

Similar as with CloudSign when it comes to sending quotations to your customers, the same can be set up when sending invoices via email to a customer: in the email body you can include a parameter that will be converted into a link when the customer receives it. Through this link the customer will arrive to their unique InvoiceCloud platform, where they will be able to see all the current and past invoices and their statuses, they will be able to download them and pay them online (if you set up this integration).


To include the link to InvoiceCloud in your email templates, follow these steps:

  1. Navigate to Settings > Invoices > Email templates for invoices
  2. Click on the symbol
  3. Create your template and add the parameter #LINK somewhere in your email body.
    Note: You can also use and/or edit the default templates that Teamleader Focus has created already on your account.

Sending your invoice

When sending the invoice to your customer, make sure you select a template with the above mentioned #LINK in it. During sending, #LINK will be replaced by <link> in the mail editor.

The email your customer receives will look like this:

  • The parameter #LINK will have changed automatically to the sentence “View this invoice”;
  • The online invoice itself will be visible and clickable via a thumbnail;
  • The PDF of your invoice will be attached to the email.


Layout of the email

You can slightly change the above layout of the invoice email by navigating to Settings > Email layout > Preferences. Disable the toggle ‘Apply thumbnail and background to quotation and invoice emails’ here if you’d rather use your own layout. Keep in mind that this will cause the above thumbnail and background to disappear and only display ‘plain text’.


InvoiceCloud

After your customer clicked the InvoiceCloud link, they see a page similar to this one:

You can customise your logo and the colours of your interface to your liking. Read more about it here. Additionally, the interface is mobile-friendly and will always be in the language of the customer. The browser tab will mention the name of your company entity as well.


It's always possible to copy the InvoiceCloud link to preview what it looks like for your customer for example or to send it to someone. Go to the invoice in your Teamleader Focus account, click on the three dots next to 'Info' and choose Copy InvoiceCloud link. Open the link in a new tab to preview the environment.


On the actual platform, you'll have a few options.

  • Logically, your customer can check the content of the invoice you sent them.  
    • Amount Due 

      If an invoice is overdue and a fixed late fee and/or interest costs were set, then then the button View calculation will be visible underneath. This payment calculation breakdown helps your customer understand where the additional costs are coming from.

    • Due Date
      The due date of the invoice is shown. If an invoice is overdue, it's shown how long it’s overdue for.

    • Credit note
      If there's a credit note linked to your invoice, then this will be visible as a tab next to the linked invoice. The View calculation button will show the invoice amount minus the credited amount.

  • Furthermore, the customer can download the invoice to e.g. print it out later on.
    • The invoice will be downloaded as a PDF file
    • When a customer downloads an invoice that has one or more linked credit notes, a zip file is downloaded containing both PDF's
  • If the customer has any questions, they can post feedback on the invoice by clicking the button Send email.
    • Read all there is to know about the feedback on the cloud platforms in this article.
  • Within InvoiceCloud, customers can consult their entire invoice history. They get a complete overview of the entire history of all invoices that have ever been sent with Teamleader Focus, regardless of how long they have been using InvoiceCloud. This way, the customer always has a way of consulting old invoices should there ever be any doubt.
    The overview is split into:
    • Open invoices
      The customer can check their unpaid invoices in this overview, and if you also set up the connection with either Mollie or Stripe (cf. below) they can immediately take advantage of the opportunity to pay them!
    • Paid invoices
      When accessing a paid invoice, more information will be visible such as the Total amount (with a 'View Calculation' button) and the date the invoice was paid on.
    • Credited invoices
  • You can set invoices manually to paid in Teamleader Focus, but what's more important is that customers can actually immediately pay their invoice online via InvoiceCloud. They do this via the Pay invoice button in the top right-hand corner.
    Letting your customers pay their invoices online is only possible via an integration with either Mollie or Stripe. You can read everything about this in the paragraphs below.
    • If customers click the Pay invoice button, they'll get to see a widget containing the payment methods you activated in Mollie or Stripe.
    • From these options the customer can choose their preferred option and transfer the owed amount to you.
    • Once this has happened, the invoice will get the status 'Paid' in Teamleader Focus as well as in InvoiceCloud.
      After payment, an email notification will be sent towards all admins, notifying them about the payment. A payment confirmation email will also be sent to your customer.
      Notes:
      • If something went wrong during payment, customers will receive an error message. If there are 5 errors in a row, the payment button will be blocked for one hour.
      • You might have activated the bank transfer option in your payment integration. Mind that in that case, the invoice status in Teamleader Focus won't be automatically put to paid since we can't check if that payment was successful or not. You will have to check those payments yourself, and put the invoice on paid manually.


Paying invoices online: Mollie & Stripe

Letting your customers pay their invoice(s) online is one of the most interesting features of our InvoiceCloud. To be able to let your customers pay your invoices on the spot, you'll need a connection with either Mollie or Stripe.

Mollie and Stripe are two online services that allow you to perform online payments. Using the link with Teamleader Focus, it allows you to offer customers their preferred method of payment. You can set up both services via the Marketplace in your personal account, at the top right-hand corner.


Multi-currency on InvoiceCloud

If your invoice is made in a different currency (not EUR), both the Stripe and the Mollie integration are compatible with multi currency. Your customer will be able to pay online by credit card. The amount to pay will be converted to EUR.


Setup Stripe

Stripe is an American company that specialises in online payments via credit card. If you don't have an account yet, don't worry. We've made it easy for you: you can create and link an account straight from Teamleader Focus.


Stripe will ask you some questions regarding your company activity, bank data and your identity. After that, you only need to grant authorisation to Stripe and there you go; your account has been linked!


Just note: Stripe only accepts credit card payments. If you want to offer other payment methods as well, Mollie is your go-to-software!


Setup Mollie

Mollie is a Dutch company that provides an integration with most common payment methods. You can create an account via their website. Because payments are sensitive, creating an account can be an exhaustive matter. We'll guide you through the necessary steps right here:


1. Complete account information

After you've registered yourself on the website, Mollie will ask you to complete your account information. You'll have to provide them with some essential info about your company, such as:

  • a VAT number
  • a known person with the Chamber of Commerce
  • a technical contact of your company. 
  • You'll have to agree with Mollie's terms and conditions before you can continue.


2. Create a website profile

Your profile at Mollie contains all of the data from the website you want to use to link with their services. Your website has to contain a few obligatory elements. If this is not the case, you won't be able to finish the integration. This is a checklist you can consult on the Mollie website as well.


Finished everything? Then Mollie will perform a check to see if all of the required info on your website is visible enough. Don't worry, this check is done pretty quickly. As soon as this has happened, you will find your API key on the Developers page. We'll need this later on to finish the integration with Teamleader Focus.


3. Activate payment methods

Finished step 1 and 2? Then it's time for the real thing: selecting your payment methods. Mollie offers a wide range of possibilities, such as iDEAL, PayPal, bank transfer, credit card... The payment methods you select here, are the ones that will turn up on InvoiceCloud as well.


Some payment methods (such as PayPal) require a separate account. Mollie provides the necessary steps to do this in most cases.


4. Activate payments

Last but not least: enter your account number to which Mollie can transfer all received payments.


Before Mollie can pay you your profits, you'll have to provide them with some info, such as:

  • a copy of your passport
  • the stakeholders
  • your bank account number.


5. Link to Teamleader Focus

In Teamleader Focus, navigate to Integrations/Marketplace and search for 'Mollie'. The only thing you need to enter, is your API key.


Remember step 2? You can find that API key in your Mollie account at 'Website profile'. At the bottom of the page you'll find your unique key. Enter it, and your account is linked to Teamleader Focus. 


That's it, go and get those invoices paid!


Interested in our instructive video on payment integrations ? Watch it right here: