You can send clients invoices for appointments or other charges. Clients pay directly from the invoice through the payment processor you have integrated with Scheduling.
What’s in an invoice
Each invoice includes:
- A header listing your business name and email. You can change the business name that displays on your invoices in the Customize appearance panel. The email address is the same one the account owner uses to log in.
- Line item charges, including a description, price per item, and quantity for each line.
- The total amount due.
- The payment area.
You can also add these items to an invoice:
- A message to the client.
- Tax due. Invoices including tax show the tax, subtotal, and the total amount due.
Create a new invoice
To create a new invoice:
- In Scheduling, click Invoices.
- Click Create invoice.
- In the Client information section, enter the client’s information. The client’s name and email address are required. Their phone number is optional.
- In the Line item section, click Add new item.
- Click into the new item and start typing the item you want to add to the invoice.
- Choose an appointment type from the list that appears, or enter your own custom entry of up to 255 characters. Using special characters, such as the acute accent, decreases your character limit.
- Change or set the quantity and price, if necessary. If you choose an appointment type in step 6, the price will autofill and the quantity will be set to one. You can change both numbers.
- Repeat steps four through seven until you’ve added all the line items you want to the invoice. Your invoice must total at least one unit of your currency to be generated. For example, if you’re using U.S. dollars, the invoice must total at least $1.
- If you need to collect tax as a separate line, add it by clicking Add Tax. You can enter a percentage, which will be automatically calculated, or a flat amount. You can also enter a name, which is how the surcharge will be listed on the invoice. Choose a due date from the drop-down menu.
- Optional: Add a message for the client.
- After you’ve entered your information, you can save your invoice as a draft, open a preview to check your work, or generate your invoice.
- To save as a draft, click Done and then Save.
- To preview your invoice, click Preview.
- To generate your invoice, click Create.
- If you’re invoicing for appointments that have tax built into the price, you don’t need to add a separate tax line to the invoice.
- You can collect only one line of tax per invoice. Percentages apply to the invoice subtotal. Values are applied once for the entire invoice, not once per item or line item.
Send an invoice
When you create an invoice, you generate a link to send to your clients. To get the link to an invoice you created earlier, go to the Invoices panel, and find the invoice you want to send in your list of invoices. Then click … and Share.
It’s not possible to send invoice links directly in Scheduling.
How clients pay invoices
Your clients can pay the invoice directly through the link you sent them.
- If you’re using Stripe or Square as a payment processor, your client can enter their card information.
- If you’re using PayPal as a payment processor, there will be a Pay with PayPal button that redirects the client to PayPal to pay.
What happens when clients pay
When the client completes payment, the invoice status changes in the Invoices panel, and the client is shown a confirmation message.
For the client
When the client completes payment:
- If the client paid with PayPal, they’re redirected back to the updated invoice.
- The payment options on the invoice disappear.
- A confirmed payment statement appears at the top of the invoice. It includes the invoice ID, amount, and date.
The client can view the paid invoice anytime by following the link they originally used to reach the invoice.
When the client completes payment:
- The invoice’s status in the Invoices panel updates to paid.
- If you filter invoices by status, it will appear among your paid invoices.
- If you follow the invoice link you sent your client, the paid confirmation will appear at the top of the invoice.
Note: Invoices aren’t connected to specific appointments. If a paid invoice covers an appointment, the appointment record won’t update. If you want the Scheduling revenue report to reflect revenue from paid invoices, manually mark the relevant appointments as paid with cash.
Invoice due dates
When you draft an invoice, you set the due date. When an unpaid invoice passes the due date, its status on the Invoices panel changes from unpaid to past due. An invoice passing its due date doesn’t trigger a notification for you or the client. You can check the Invoices panel for past due invoices you need to follow up on.
Manage your invoices
Use the Invoices panel to review your invoices or view specific subsets of your invoices, such as your unpaid invoices, your canceled invoices. You can also create new invoices or find invoices you’ve already created to edit or share them.
Read the display
Your invoices are listed in a table, with the following columns:
- Date - The date you first started drafting the invoice.
- ID - The invoice ID number you set while drafting the invoice.
- Client - The client’s name.
- Status - Each invoice has one of these statuses: draft, unpaid, paid, past due, or canceled.
- Due - The due date.
- Amount - The total due.
You can use the arrows next to each column header to sort your invoices.
Search your invoices
You can use the search bar at the top of the Invoices panel to search the client name field of your invoices. It’s not possible to search other parts of your invoices, like email addresses, messages to clients, or appointment type names.
You can use the drop-down menus at the top of the panel to view invoices by status or date range.
Manage your invoices
To take action on an invoice in the Invoices panel, click the … at the right end of the invoice’s line. Then choose one of these actions:
|Action||Effect||Can you undo or cancel this action?||What kinds of invoices can you do this to?|
|View||Loads preview of invoice.||Yes||Paid, Unpaid, Canceled|
|Edit||Opens the invoice editor.||Yes||Draft, Unpaid|
|Duplicate||Opens a new invoice in the invoice editor with fields already filled in based on the selected invoice.||Yes||Any|
|Share||Opens a pop-up window with the sharing link for your invoice.||Yes||Unpaid|
|Cancel||Adds a cancellation notice to the top of the client’s view of the invoice, and removes the option to pay. Updates the invoice’s status in the Invoices panel to canceled.||No||Unpaid|
|Delete||Deletes the invoice entirely.||No||Draft, Unpaid, Canceled|
Refund an invoice
To refund an invoice payment, send the client a refund through your payment processor. It’s not possible to send refunds from Scheduling.
Invoices aren’t connected to specific appointments. If you want the Scheduling revenue report to reflect revenue from paid invoices, manually mark the relevant appointments as paid with cash. Consider adding a note that the payment came via invoice.
It’s not possible to generate a report about invoices in Scheduling. The Scheduling revenue report doesn’t include revenue from invoices.
To find out how many outstanding invoices a client has, search for their name in the Invoices panel. Client records in the client list don’t include invoices.