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Payment/Invoicing Process Ideas

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  • We are always looking to make our Payment/Invoicing process better for you.  How do you think we can improve it? Please, comment below with your ideas!

    Thank you,

    Quill Ideas Team

     
    Posted by Q_officeto  Transactions and Payments  on 11/29/2018

Comments (65)

I recently had an order that contained an item I did not order, there was also a missing item. In the end, I think we ended up with 4 seperate invoices which was just confusing for everyone. Since I handle ordering and receiving, another person organizes and files invoices and a third person processes the payments it created a huge amount of confusion in our office. We had our original invoice, the return item invoice, the credit for the missing item invoice and the missing item reorder invoice. There HAS to be a simpler way to do this. I feel like the return, credit, and reorder invoices could have been condensed to a single paper. That would make it much easier to follow all the credits/debits for the account. Also, as others have commented, we received our items in damaged boxes and some smaller items were smashed underneath heavy reams of paper and other products resulting in disorganization and frustration as we opened one of the boxes to find 2 dozen pens (the pen box was smashed) free-floating among the other items. Thankfully there was no broken pens or leaked ink in this shipment but we have had it happen in the past. Seems like pack/ship standards are dishearteningly low on Quill's end and the customer gets to clean up the mess. Makes it very tempting to shop elsewhere...
Posted on 12/14/2018

I't would be better to email one invoice for theorder processs withe deliver dates if possible, that way, you can just check off the packages as they come in.
Posted on 12/05/2018

Too much paper!  One emailed invoice for the entire order would be nice.  Some shipments come with packing slips and others don't.  Would be nice to have packing slip to match-up to invoices.  Also, not much care is taken when boxing items and boxes delivered half opened as only one piece of tape is used.   Received paperclips scattered amongst the box as no packing was used.  
Posted on 12/04/2018

We get way too many pieces of paper from Quill, and too many e-mails. It would help to have one invoice per order. When you break orders up into multiple shipments and then send an order e-mail, tracking e-mails, and invoices for every individual shipment, I have to take the pile and match them all up. Add all of the e-mails and paper mail for return credits and additional charges for replacement products, and I sometimes have a stack of paper to sort through. One statement for an order showing any credit substracted would be time-saving and easier to track what we owe.
Posted on 12/03/2018

I like the idea of emailing the invoices it would be alot easier to process invoices that way and i can get the payment to you quicker.
Posted on 12/03/2018

Please put all shipments for one order on one invoice.  I also agree that statements delivered to our email inbox would be helpful as well.

 
Posted on 12/01/2018

I agree with the one invoice option as part of the accounting team here I have to explain every time why there are multiple invoices for one order. It would make my job so much easier if I was to get one invoice per order even if that means waiting for all items to ship. I would not mind waiting at all. 
Posted on 12/01/2018

I would prefer a invoice along with my order/shipment.
I have to wait for the mailed one in order to attach to my purchase order and delivery slip, then send along to the bookkeeping team. If it came with the order, one less wait.
I would be fine if you eliminated the mailed one and included with delivery. Having a monthly mailed statement is sufficient.
Also I could see the actually tax placed on the order, when orders arrive I run it though our computer system and at that time is the time to also input  tax and (if any) shipping charges.
Posted on 12/01/2018

I also agree on single invoice even if there are multiple shipments.  Would just make it easier to balance checkbook
Posted on 12/01/2018

I would like to receive one invoice per order, even if it comes in multiple shipments.
The accounting on our side would be much cleaner that way.
Posted on 11/30/2018

I would like to pay directly from our operating account (ACH). After all, merchants (in this case, Quill) have to pay the merchant processing fee on all credit card payments. Wouldn't it be easier/less expensive to provide a direct payment option? Thanks!!
Posted on 11/30/2018

When I receive my invoice I put them with the bills to pay then I file my invoices for tax purposes. I prefer the invoices mailed with my order. 
Posted on 11/30/2018

I think that Quill tries to be helpful and insightful with their emails and invoices.  However, I usually pay for my order with a credit card then am later emailed an invoice.  By that time, I have already printed a copy of my order showing the charges and it has been paid with a credit card.  Therefore, the invoice is not necessary to me. Maybe others are billed instead of pay by charge, but the system should only email invoices to customers with a balance due.
Posted on 11/30/2018

Emailing the invoice with a option for one click payment if there’s a saved card on file would be so much more convenient for me!
Posted on 11/30/2018

This would be great as I try to get as many of my invoices emailed to me as possible.  I like to be as green as possible and since I don't really need to print everything off when we pay online here it would be wonderful.
Posted on 11/30/2018

The email invoice is great. One of the employees place an order and had it invoice it instead of paying when placing order, I got a reminder of payment overdue, and I was able to pay it online. saved me time. I aprreciate this system.
Posted on 11/30/2018

I think emailing invoices is a great idea. It cuts down on the time it takes to make a payment since you are not waiting on the postal service. Also emailing a statement would be great.
Posted on 11/30/2018

Email invoices would be great!
Posted on 11/30/2018

ng  
If payment was made early, you will get a discount, ex. net 10 days get 2% discount
Posted on 11/30/2018

The process that you have in place works for me. I don't have any complaints.

Alisa Spencer
Posted on 11/30/2018

The process that you have in place works for me. I don't have any complaints.

Alisa Spencer
Posted on 11/30/2018

I agree with emailing invoices.  I would also like to see e-check as a payment option.
Posted on 11/30/2018

I dont mind how invoiceing works right now but the faster we get it the faster we pay we have a few places that drop off the invoice with the package. thats works for us as well. and i dont mind getting email invoices.
Posted on 11/30/2018

I agree with the others on emailing invoices once the items are delivered.   This would help cut out mail time and you would get your payments quicker.  On your payment processing end, I would like to see our payments posted in a more timely matter.  Currently it is taking your lockbox a minimum of 2 weeks (most times 3-4 weeks) to apply check payments. This as AFTER my bank shows the payment has already cleared.   It takes them 4-5 business days to post a credit card payment (that was taken immediately) to the account.   I get frustrated when I get a 30-45 day past due notice, when the bank says you cashed my check within 3-4 days of mailing it. 
Posted on 11/30/2018

a monthly itemized statement would be great.
Posted on 11/30/2018

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