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Generate your invoices from Appointments, as this will auto-populate the service type, price, case and provider details. It will also ensure that the appointment is marked as Completed/Paid.
1. In the Diary, click on the Appointment.
2. In Classic view, click on Generate Invoice, in the top menu of the appointment window.
3. The invoice creation screen will open unless the Pass Redemption is enabled for the Service, if this is the case, click Pay for Session to be redirected to the invoice screen.
Hot Tips
In Fresh view, click Generate Invoice at the bottom right corner.If Pass redemption is enabled, select Pay for Session and click Confirm.
4. Ensure that the details on the new invoice are correct.
5. An item is automatically generated in the Invoice Details section from the Service booked for the Appointment.
Hot Tips
If the Service needs to be changed, it is recommended to modify the Appointment first.
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To add or remove an item, see Additional Options below.
6. Ensure the appropriate Price and Quantity is displayed.
7. To record a payment while generating the Invoice, enter the correct amount received next to the appropriate Payment Method and repeat this step for each payment method if the payment is split.
8. Comments can be added on the Invoice or the Account, click Invoice and Account Notes to expand this section and type the note in the appropriate text box.
Important!
Invoice Notes are notes specific to the invoice and will be shown on the Invoice for Clients/Third Parties to see. Account Notes are notes specific to the Case and will only be visible internally, they are shown in the client Account section.
9. To generate the final Invoice using all the information entered in the Location Details such as the business address, logo, invoice terms etc., head to the Print and Email Options section:
a. Tick the appropriate Addressee (Client or Third Party).
b. To send the invoice by email:
i. Tick the box next to Email client to send the invoice attached as a pdf to the client when saving the invoice.
ii. Tick the box next to Third Party to send the invoice attached as a pdf to the payer when saving the invoice (if applicable).
iii. Tick the box Other and add an email address to send the invoice to another email address (if relevant).
Important!
Email Client and Third Party emailing options will only be shown if there is an email address recorded in the Client profile or in the Third Party record. See Emailing or Printing an Invoice for all the details about emailing an invoice.
iv. Click Save Invoice at the bottom right to save and email the invoice.
c. To save the invoice only, click Save Invoice at the bottom right.
d. To save and print the invoice, click Save and Print at the bottom right.
Important!
It is possible to add this invoice to an existing invoice, see Merging Invoices or Adding to an Existing Invoice for more details.
10. If you wish to cancel the invoice, click Cancel Invoice at the bottom left.
Additional Options
1. To add Tax, tick the box below GST or VAT.
2. To add an Item (article sold, travel time, etc.)
a. Click Add Item on the left side below the item.
b. Choose the appropriate item from the existing items in the drop-down menu or key-in the first letters in the Search field to help locate it.
3. To remove an Item, click on the " - " icon on the right side of the appropriate item.
4. To change the Price or Quantity, enter the appropriate amount or quantity below the Price or Qty boxes.