Tracking Invoices in NXT

Denise Miller

Hello! In the past, previous staff responsible for sending invoices for various things like sponsorships/events and scholarship/commencement awards did so by just completing an action that the invoice was sent and to what campaign/fund it was for. The follow-up process was not the cleanest. Now that we have NXT, our grants team is utilizing the prospect/opportunities arena for tracking their grant submissions, approvals, rejects, etc. Curious if any of you have used this arena for non-grant tracking for areas I listed above because then tracking from the work center could be utilized for more timely follow-up? Thanks! ~Denise

Crystal Bruce

Hi @Denise Miller tagging in a few of our All-Stars @Austen Brown @Carlene Johnson @Dan Snyder @Marie Stark @JoAnn Strommen to see if they can offer any insight!

JoAnn Strommen

Not something we are doing - but will be interested to see replies. Maybe something we should be doing. :)

Marie Stark

We also use actions for tracking. However I would think you could also track this with Opportunities.

Carlene Johnson

Are these "invoices" actually pledge reminders? Are you essentially looking for a reminder that the invoice needs to be sent and then the ability to mark that it was completed?

Denise Miller

Morning @Carlene Johnson! Due to some retirements and changes in our team, in the past, invoices were sent to individuals and companies that had at one time established maybe an annual scholarship or a commencement award, or we may have an event where someone asked to be invoiced to sponsor an area, etc. Those previously had not been entered as pledges, but simply an action when the invoice went out. I was thinking maybe an opportunity might be a nice feature to utilize but after we've had some further discussion with another area of our team currently utilizing those for moves management and the various asks and also from our grants team utilizing the system, we decided in some of these cases to add them as pledges if someone specifically is asking for us to send them an invoice with the intent to pay. The remaining small few left from not knowing their current year intent we'll continue to track as an action. We can follow those in the work center but I'm also going to assign appeals to those so we can see who was solicited/invoiced and then also of those, who fulfilled their payment and when. We do utilize pledge reminders currently for the existing pledge system we have in place outside of the above mentioned arenas. Thank you for your reach out!