Invoicing and Billing

Learn how to configure invoice settings, create invoices, print invoices, record payments, and review billing activity inside The Crypt Keeper Online.

Getting Started

Invoicing is optional, but it can be helpful if you want to create invoices, record payments, and track balances directly through The Crypt Keeper Online.

To begin, go to the Purchasers Manager. You can access it from either View / Edit Your Data or Configuration / Settings.

1. Set Up Lot Types and Default Pricing

From the top of the Settings page, you may want to first configure your Lot Type Manager. This allows you to set default pricing for graves that are assigned to cemetery records.

This step is helpful, but not required. You can always manually adjust pricing while creating an invoice.

With the Lot Type Manager open, you can see the default prices associated with each grave size or type.

Edit this data as needed, then return to the Settings page and choose Purchasers Manager.

2. Configure Invoice Settings

At the top of the Purchasers Manager, click the menu option for Invoice Settings.

The Invoice Settings window will be displayed.

Important: Once you configure the checkbox method for either Fixed Regular Payments or Credit Card Style Payments, you cannot change it. Please consider this carefully before saving.

When you are finished entering your information, click the Save button.

3. Start Creating an Invoice

Now you are ready to start creating invoices. Open the Purchasers Manager and select your purchaser by clicking the Edit button next to their name.

Scroll down to the cemetery records listing for this purchaser. You can either add records or choose from the available listing.

Scroll to the right and check the records you want added to your invoice.

You can check up to 10 records for a single invoice. After selecting the records, click the button to Add Marked Records To Invoice.

4. Review and Edit Invoice Details

The invoice creator page will be displayed.

At the bottom of the page, you will see the invoice details.

You can manually add additional line items to the invoice here.

An invoice can have up to 10 line items. If you add or change items with a dollar value, click the Recalculate button so the invoice totals display correctly.

When you are finished editing the invoice, click the button to review the invoice.

If something needs more editing, click the button to return to invoice editing. Otherwise, if you are ready to save the invoice, click the button to Save the Invoice.

5. Print the Invoice

After saving the invoice, you can print it using the button at the top of the page.

Depending on your printer and browser settings, you may need to adjust the print scale or margins so the invoice fits the way you prefer. Otherwise, the invoice may print across more than one page.

6. Process Payments

When you start receiving payments, go back to the Purchasers Manager, edit the purchaser, scroll to the bottom of the page, and choose the button to Process Payments.

There are three main places to click in this listing:

Enter the payment received date and payment amount, then click the button to save the payment.

The activity will update to reflect the principal and interest amounts.

If you review the invoice again, it will show all payments made to date and provide an updated balance that you can send back to the customer.

Continue to the Next Tutorial

Continue learning more about invoices, purchasers, and related record management tools.