How It Works
When the Financial feature is enabled by program administrators, applicants can create and submit invoices as soon as their applications are officially approved and are marked notified of the decision. Applicants will complete the application sections, including answering any questions on the invoice template and satisfying any document requests. After a ZoomGrants invoice is submitted, administrators will manage all admin fields, including the status, managing payments, etc.
How To Set It Up
Settings Tab
In the Settings tab, turn the Financial module on. As as the the feature is on, the application-level Financial tab (or whatever you relabled it as) will be visible to reviewer and administrators for all approved applications. For applicants, the tab will appear if that application has been approved and marked notified.
Financial Tab
Financial Tab/Section Label
Give the tab a new label, if you choose, that your fellow administrators, reviewers, and applicants will recognize and understand.
Invoice Label
Choose a label for the invoices.
Payment Label
Choose a label for the payments (if utilized).
Hide Payment
Check the box if you would prefer not to use the payments part of the financial feature. Uncheck the box to track payments in the program.
Financial Contact Person
Select an admin as the contact person for invoice-related questions and to receive notices when new invoices are submitted.
Hide Funding Sources
Check the box if you would prefer not to use the Funding Sources feature for this program. Uncheck the box to use this feature. This setting and feature will only be available if the Funding Sources feature is turned on in your organization’s account. Learn about the Funding Sources feature here.
Limit Financial Control
Check the box to limit financial management control to senior admins and the Financial Contact Person. If utilized, other admins will not be able to update or manage invoices and payments.
Invoice Certification Text
If you want your applications to e-sign a certification before submitting their invoices. On each invoice, they’ll be presented with the text that you put into this field. They must enter their name in the certification signature field before submitting the invoice.
Financial Instructions
Add any instructions that you would like to present to applicants on each invoice.
Invoice Questions
Add up to ten questions for your applicants to answer before they can submit their invoices.
Questions 1-5: Short Answer Questions
Questions 6-10: Short Answer or Paragrah Questions
Click the Edit button to add question text and select the question type. Clear out the text of the question to remove it.
Documents
Add Document Requests if you want applicants to upload supporting documentation (receipts, etc.).
Managing Invoices
Application-Level Financial Tab
- Click the Financial tab in an application to view and manage invoices, payments, and deposits for that application only.
Program-Level Financial Tab
- Click the Financial tab in the upper row of tabs in a program to view the Financial Report, which provides an overview of all invoices, payments, and deposits for the entire program.
Viewing an Invoice
In the Financial tab of an application, click an invoice title to open the invoice in a new window.
Changing the Status of an Invoice
By default, once submitted, invoices are categorized as Pending. The status of the invoice can be managed via the drop-down on the right side to Approved, Paid, or Declined. The status of each invoice determines what all users see when referencing it and affects all calculations.
(Pending) – (Approved) – (Paid) = (Remaining Balance)
Administrators can also add the Approved Amount, Approval Date, Approval User, and any Invoice Decision Comments.
Payments
Adding Payments (if utilized)
Within an invoice, click the Add Payment link below the Invoice Decision Comments box. Payments that are added to/in a specific invoice will be tied to that invoice.
Deleting Payments
If a payment is added by mistake, it can be easily deleted from the Financial tab of an application.
Deleting payments not associated with Submitted invoices.
Payments not associated with a specific submitted invoice can be deleted at any time by clicking the trash can icon next to the payment. (This action cannot be undone.)
Deleting payments associated with Submitted Invoices
Change the payment status to Declined. (Only declined payments can be deleted.)
After the page is refreshed, a trash can icon will appear next to the payment. Clickcking the trash can icon will delete the payment. (This action cannot be undone.)
Returning an Invoice to an Applicant for Editing
Click the Return to Applicant link in an invoice to send an invoice back to the applicant. The returned invoice will appear in their account as unsubmitted and will become unaccessible on the admin side to manage. The applicant will be able to make any necessary changes, then resubmit it to you or delete the invoice entirely.