The following tools are available on the invoice ribbon.
File Tab #
| Icon | Name | Description |
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Save | Save the current invoice and leave it open for reference or additional modifications. |
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Save & Close | Save the invoice and close the invoice window. |
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Save & New | Save the invoice and open a new, blank record to create another invoice. |
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Copy Invoice | Make a copy of the invoice and attach it to the same session or choose a different session/client. See also: Copying an Invoice |
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Delete | Delete the open invoice. Note: This will delete any payments or production orders PERMANENTLY. See also: Deleting an Invoice |
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Payment Methods |
Use this option to manage the client’s payment methods. See also: Client Payment Methods |
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Create Credit Memo | Create a credit memo to refund individual items or the entire invoice. See also: Creating a Refund |
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Write Off Invoice | Write off all or part of the invoice. See also: Writing Off Invoices |
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Link Invoice | See also: Linking an Invoice |
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Gift Card Activation | Applies to TSYS Gift Cards. See TSYS Gift Cards for details. |
Home Tab
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| Icon | Name | Description |
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Save | Save the current invoice. |
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Save & Close | Save the invoice and close the invoice window. |
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Save & New | Save the invoice and open a new blank invoice. |
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Delete | Delete the open invoice record. Note: This will delete any payments or production orders PERMANENTLY! An invoice with a posted payment cannot be deleted until you also unlock and un-apply the payment. |
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Print the invoice, image detail sheet, and/or contact sheet. Click the down arrow to choose. | |
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Preview | Preview the invoice and/or the image detail sheet before printing. Click the down arrow to choose. |
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Export | Export the invoice and/or the image detail sheet as an Adobe PDF format or in another electronic format. |
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Mailing Label | Print a mailing label with client’s name, address, and other information as defined in your Printing Preferences. Select if the label should be created for the Session Client, Bill-to Client, or the Shipping Address. See also: Printing Preferences |
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Account Label | Print a file label with client’s name, address, phone number, client number and other information as defined in your Printing Preferences. See also: Printing Preferences |
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Custom Reports | Print, preview, or export any custom reports you have installed that can be used from an invoice. See also: Custom Reports |
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Online Payment Email | Stratus Only – Automatically email client a link to access this specific invoice as well as any pending payments online. See also: Online Payments |
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Cut, Copy, Paste | Cut, copy, and paste from/to a single field. |
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Print the invoice, image detail sheet, and/or contact sheet. Click the down arrow to choose. | |
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Client | View (open) the session client associated with this invoice. |
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Session | View (open) the session associated with this invoice. |
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Payment | Payment – Add a new payment to the invoice. See also: Payment How To’s
Refund – Refund a payment or the entire invoice. See also: Creating a Refund Delete Existing Pending Payments – Delete Pending Payment Plans if a client has changed their mind. Apply Deposit – Use this option to apply a customer deposit previously made by this client. You can apply more than one if necessary. If there is a surplus, it can be transferred to another invoice. If an invoice is saved with a negative balance, you can use Transfer Credit Balance on the File tab to apply it to another invoice (from the same client or a different one.) See also: Customer Deposits |
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Production Order |   Create a new production order from this invoice. See also: Creating a Production Order |
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Task | Create a new task related to this invoice. See also: Managing Tasks |
Communication Tab #
| Icon | Name | Description |
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New Call | Create a new call record will be created with a due date of today and no completed date. You can use the call today or move the due date to a date in the future. |
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Completed Call | Create a call record that is both due and completed today. |
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Dial Phone | If you have a TAPI-compliant phone system connected to this computer, use this option to have Spectra automatically dial any of the client’s phone numbers. |
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New SMS Text |  Clickthe SMS icon to create a new blank text message or use the down arrow to choose a predefined form letter or custom report. By default, the new text message will contain the first phone number on the client record that is marked for SMS. |
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New Email | Click the envelope to create a new blank email. Click the down arrow to attach an invoice and/or image detail sheet to the email or to choose a predefined form letter, email template, or custom report. An email address must be entered for the client and outgoing email must be set up on the computer you are working on. See also: Form Letter Builder and HTML Email Builder |
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Completed Email | Create a blank email that can be used to record details from a client email you received or sent outside of Spectra/Stratus, attaching the information to the invoice record for future reference. |
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Print Letter | Select and print a pre-created form letter. See also: Form Letter Builder |
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Preview Letter | Preview a form letter to view/modify the text before you print it. See also: Form Letter Builder |
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Export Letter | Export a letter as an Adobe PDF. You can also choose other electronic formats like text, rich text, Excel file, or even HTML formats. |
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Mailing Label |
Print a mailing label showing the client’s name, address, and other information as defined in Printing Preferences. See also: Printing Preferences |
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Account Label | Print a file label with the client’s name, address, phone number, client number, and other information as defined in Printing Preferences. See also: Printing Preferences |
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New | Send an invoice web form to your client. See also: Web Forms |
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Special Copy | Copy the text (in label format) that would print on a mailing label or account label to paste into another field or program. |
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View All Notes | Show all notes related to the invoice. This consolidated view displays all notes from the client, invoices, sessions, communications, and tasks. |
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Upload Contract |
Select a contract for this invoice. The contract will be uploaded to InSpiredByYou during the next InSpired data sync. Create contracts by using the Form Letter Builder on the Tools menu. See also: Form Letter Builder and Using InSpiredByYou with Spectra |
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View Contract | View the contract that has been selected for this invoice. When viewing the contract you will also have options to cancel, print, or email it. |
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Cancel Contract | Cancel a contract for this invoice. |
Attachments Tab #
| Icon | Name | Description |
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Attach File |
Attach files to the invoice record (i.e., Word docs, Excel spreadsheets, PDFs, etc.). Use for contracts, planning guides, job sheets, and more. Set up where the attachments are stored on the Attachments page of Company (Studio) Preferences. See also: Attaching a File and Company (Studio) Preferences – Attachments |
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View Attachments |
View the invoice attachments. |
Action Tab #
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| Icon | Name | Description |
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Import Images | Combines copying images, creating previews, archiving, and adding metadata into one convenient process. See also: Capturing Images |
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Render Proof Images | Create new files for proofing. See also: Rendering Images
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| Render / Print Ordered Images | Create new hi-res images for printing by applying changes made in Spectra/Stratus. See also: Rendering Images
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Send Images to Lab | See also: Sending Images to a Lab |
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Deliver Electronically | Choose one or more images (or a folder of images) to be delivered electronically to the client. The software will compress the files into a single zip file and upload it to your Stratus Drive. You can then share the link with the client. See also: Electronic Delivery |
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Archive Images | See also: Archiving Images |
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Delete Images | See also: Deleting Images |
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Open Folder | View local image folders. |
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Sync Folders | Sync one or more folders with your Stratus Drive. See also: Syncing Images to Stratus Drive |
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Start Presentation | Start a sales presentation. See also: Sales Presentation |
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Start Slide Show | Start the slideshow. |
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Change Slide Show Settings | Modify your settings before starting a slideshow. |
Online Tab #
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| Icon | Name | Description |
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Reset Login | Reset the client’s InSpired login back to the default (the client’s last name). Spectra Only |
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Login To Site | View the client’s InSpiredByYou.com site. |
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Extend Expiration Date | If you have a InSpiredByYou.com account and this session has been uploaded to the site, use this tool to extend (or shorten) the web expiration date. Simply choose the desired date and click OK. Another window will open indicating whether or not the change was successfully synced to the website. If you want to take the session down, set the expire date to today. The session will then show up on the Services panel on your Spectra/Stratus home page as a session ready to expire. |
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Upload Images | Upload images from this session to InSpiredByYou.com using the InSpired Session Uploader. |
Editing Tab #
Note: To view the Editing tab of the ribbon, open the Order Detail tab of the invoice and then maximize the window.
| Icon | Name | Description |
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Print Current Product | Print the currently selected product. Very useful to reprint a single item from an order. See also: Printing Workflow |
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New Composite | Create a new composite from a pre-designed composite template. See also: Designing Composite Templates and Using Composite Templates |
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Open Folder | Open the session image folder. |
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Lightroom | Open the Lightroom integration. See also: Lightroom Integration |
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Retouch | Retouch the selected image(s) in your editing software. See also: Retouching Images |
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Crop | Crop the selected image(s). See also: Cropping Images |
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Flip | Flip the selected image(s). |
| Size, Show, and Group | Choose the thumbnail image size and which ratings and/or groups to display. |