How to Create an Invoice for a Customer

How to Create an Invoice for a Customer
Creating an invoice in Momentum AMS ensures that premium, fees, taxes, and payment terms are clearly communicated to the insured while maintaining accurate agency records.

While you can create one-off invoices that are not tied to a receivable, best practice is to associate invoices with an Outstanding Receivable. This links the invoice to your accounts receivable records for better tracking, reporting, and reconciliation.

1️⃣ Access the Invoices/Receipts Section

Go to the insured’s Details Page.
Click the Documents tab.
Select Invoices/Receipts from the available document types.

2️⃣ Add a New Invoice

Click Add New.
If a policy is not already preselected, choose the correct policy from the dropdown list.
Select the Outstanding Receivable you want to bill for (recommended).
The receivable will auto-populate invoice details with the correct amounts.

3️⃣ Review and Customize Invoice Details

Verify the coverage period, billing type, and amounts.
Add any notes or custom descriptions as needed (e.g., breakdown of fees).
Ensure taxes and fees are correctly applied.

4️⃣ Save the Invoice

Click the Add button to generate the invoice.
The invoice is now available to print, email to the insured, or post to the client portal.
If emailing to the insured, you can include a payment link if your agency uses one of the integrated payment providers.
If you’re interested in using one of these providers, check out the Integrating Momentum AMS with Payments article for details on setup and available options.

5️⃣ Accepting a Payment on an Invoice

From the Invoices/Receipts section, locate the invoice you want to collect payment for.
From the Actions menu, click Take Payment.

Details Section — Displays information from the invoice:

Invoice Date – Date the invoice was issued.
Due Date – Payment due date for the insured.
Description – Lists billed line items (e.g., Base Premium, Taxes/Fees).
Due/Paid Amounts – Shows the total amount due and any prior payments applied.

Transaction Section — Fields to complete:

Payment Receipt Date – Date you are recording the payment in Momentum AMS.
Agent (took the payment) – Select the user recording the payment.
Primary Office – Choose the agency location for the payment.
Payment Method – Select from options like Credit Card, Check, EFT/ACH, etc.
Confirmation/Ref Num – Enter check number, ACH confirmation, or card transaction ID.
Notes – Add any relevant payment details for internal tracking.
Once complete, click Take Payment to finalize the payment entry and apply it to the invoice.

6️⃣ Best Practices

Always link invoices to a receivable when possible for better accounting and reconciliation.
Double-check that the correct policy, coverage dates, and amounts are shown before saving.
Use the built-in payment recording process to ensure payments are properly tied to invoices in the system.