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Using Invoicing with AI

Help your clients move from "work done" to "payment received" faster than ever. This guide walks you through the administrative dashboard, the creation of AI-powered documents, and the essential settings to brand your experience.

1. The Command Center (Dashboard)

Upon logging in, users are presented with a high-level overview of their business health. The dashboard is designed for clarity and immediate action.

  • Financial Metrics: At a glance, view revenue for This Month, This Year, and track the health of your accounts receivable with Unpaid and Overdue status cards.

  • Search & Filter: Quickly locate specific transactions by searching for client names or invoice numbers. You can also filter records by status (Draft, Sent, Paid, etc.) or specific date ranges.

  • Quick Action Buttons: Large, intuitive buttons allow for the one-click creation of a New Estimate or New Invoice.

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2. Creating Professional Estimates

Estimates (quotes) allow your clients to pitch their services professionally. The creation process is streamlined into three logical sections:

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Step 1: Client Selection

  • Existing Clients: Select a client from the dropdown menu to auto-populate their details.

  • New Clients: Click "Add New Client" to create a fresh record on-the-fly without leaving the estimate screen.

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Step 2: Line Items & AI Smart Pricing

This is the platform’s standout feature. Users can add multiple line items for labor, parts, or services.

  • AI Smart Pricing Assistant: When adding an item, users can activate the AI tool. By entering a job description, the AI analyzes market data, location, and complexity to suggest an accurate, competitive price.

  • Customization: Users can manually override any AI suggestion to fit their specific business needs.

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Step 3: Review & Finalize

  • Totals & Tax: The system automatically calculates the Subtotal and Total. Users can set custom Tax Rates per estimate.

  • Notes & Terms: Add personalized notes, payment terms, or special instructions to the footer of the document.

  • Recurring Option: Toggle the "Make Recurring" switch to automatically generate this document on a weekly, monthly, or yearly basis—perfect for maintenance contracts or retainers.

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3. Creating & Managing Invoices

The process for creating a New Invoice is identical to the estimate process, ensuring a zero-learning curve for your users.

  • Bill for Work Done: Select the client, add items (using AI pricing if needed), and send the invoice instantly.

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  • Estimate-to-Invoice Conversion: Once a client approves an estimate, it can be converted into a live invoice with a single click, carrying over all line items and totals automatically.

  • Branded Payment Links: Every invoice sent includes a secure, one-click payment link (Stripe), allowing the end-customer to pay via credit card or bank transfer immediately.

4. Account & Payment Settings

To ensure the platform works for your specific brand, navigate to the Settings tab to configure your business profile.

Payment Settings

  • Stripe Integration: Click "Connect Bank Account with Stripe" to link your bank. This ensures that when a client pays an invoice, the funds are deposited directly into your account. Resell Portal does not touch your transaction funds.

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Business Information & Branding

  • Professional Identity: Enter your Business Name, Phone Number, and physical address.

  • Logo Upload: Upload your logo (JPG, PNG, GIF, or SVG up to 2MB). This logo will appear at the top of every invoice and estimate you send.

  • Brand Color: Use the color picker to select a color that matches your brand. This color will be used for buttons, accents, and borders on your professional documents.

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Reputation Management (Automated Reviews)

  • Review Links: Provide your Google Business Profile and Yelp URLs.

  • Post-Payment Automation: Toggle the "Send review requests after payment" option. When a customer pays their invoice, the system will automatically send them a polite email inviting them to leave a review on your selected profiles.

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5. Key Benefits for Your Clients

As a reseller, you can highlight these time-saving features to your prospects:

  • AI Intelligence: Never under-price a job again with market-aware pricing suggestions.

  • Automated Reminders: The system automatically chases late payments so your clients don't have to.

  • Professional Branding: Every document is fully white-labeled with the client’s logo and brand colors.

  • Direct Payments: Integrated Stripe payments mean faster collections and zero manual reconciliation.

  • Mobile Ready: Create and manage invoices directly from a tablet or smartphone while still at the job site.

Next Steps:
Ready to empower your clients? Head to the Marketplace on www.resellportal.com to activate the Professional Invoicing + AI Assistant for your next client.

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