Creating orders

Type the first 3 letters of the client to select from the client database or create a new client. If you haven't done this step yet, please go to the chapter 'Adding a new client' in this tutorial.

The contact person is linked to the individual order and must therefore be entered for each new order, even if the client has already been created in the database. You can send different orders with the same client to different contact persons.

The contact person is only visible to you and does not appear publicly in the client profile. The contact person receives all e-mails and invoices related to the order (order confirmation, invoices, cancellation). To be sure who is the contact person for the order confirmation, there is the possibility to enter an e-mail address here.  

In the client profile you can specify another e-mail address to which all invoices and cancellation invoices will also be sent (see chapter 'Adding a new client - e-mail for invoice'). The e-mail addresses of the contact person and the invoice address can also be the same. In such case only one e-mail will be sent. If no additional e-mail address for invoices is specified under client details, the contact person given in the order will receive the invoice.

In the next step, please select the sector according to the service you provide.

Before the invoice is issued to your client, your order can first be sent to them for confirmation. This is a recommended option, especially for clients within the EU, as we can offer payment guarantee for these orders, as long as they are confirmed.

If you do not actively skip this option, an e-mail with the confirmation link will be sent to your client. At this point they can still request changes, confirm or reject the order.

Skip client confirmation and create an invoice
Use this option if you want to skip the confirmation by the client and go directly to invoicing. Please select an appropriate reason for skipping.  

Please note: If there is no other confirmation of the order from your client, e.g. a separate agreement that you can upload in the portal, the order will be processed without payment guarantee.

  Offer valid until
Please set a deadline until when the clients can confirm your order. After the deadline, the order will change its status to "Rejected". Please check regularly if your client has confirmed the orders in time.  

Now you can indicate the mode of payment, the billing date and when the payment is due. Please note that this information is especially important, as it influences the timing of invoicing and reminders.  

Mode of payment

After completion
Please note that you cannot receive payment guarantee with this payment mode.

Installments
The payment of your order can be divided into up to three invoices. You can specify when particular installments should be invoiced.

Recurrent payments
Recurring orders or frame contracts refer to the same service that is invoiced on a regular basis. If the invoice for the same amount should always be issued at a certain time, you can specify this as follows:  

Orders in any status can be easily duplicated, which is convenient for example for frame contracts on call (with variables when it comes to amounts and invoicing date). By duplicating an order, you save some time entering the data for a similar order. Be sure to double check if all fields are correctly specified for your new order, especially: service period, payment type and invoice date.

You can leave a comment for the Smart Advisors' Team here. It will be only visible for us and not for the client.  

Now the order can be sent directly to the Smart Team for confirmation or to the client for confirmation. You can also save it as a draft and edit it later. Drafts are not visible for the Smart team.

Attention: When canceling orders, invoices that have already been issued or planned are not automatically canceled.

Please inform the advisor's team if invoices that have already been issued are also to be cancelled. We will contact you, if it is not clear when the invoices should be cancelled or no longer issued.

If clients already have too many unpaid invoices or there have been other issues, it may be necessary for us to temporarily block these clients. Depending on the problem, only orders with advance payment may be possible, or we might not be able to accept new orders at all.

If you personally haven't had any issues with the client, please contact Smart for more information. We would communicate together with you and your client to resolve the issue.

Smart will reject the order from you if:

• The planned activity requires a license or a guarantee.
  
• The planned activity does not comply with the statute of the cooperative.
  
• The planned activity cannot be processed through Smart (for example craftsmanship or sale of goods).
  
• The assignment has an hourly wage that is too low, which would result in the minimum wage not being met in the event of employment.
  

Smart can refuse to process your order at any given stage if:

• There is a suspicion that the work is subject to bogus self-employment and is not carried out independently.
  
• There is a difference of opinion between the cooperative and the members regarding the execution of the order.
  
• The client has debt towards the cooperative or if the invoices from the client are due for more than 2 months.
• There is a lack of cooperation on the part of the member to process the order.