3. Invoicing

What Are Invoices?

Invoices are formal records of transactions with customers. They track:

• Services and products purchased

• Payment methods used

• Discounts and taxes

• Payment status

Invoice Types

Type | Description

Booking | Invoice generated from appointments

Sale Order | Invoice from product sales

Membership | Invoice from membership purchases

Product | Invoice from standalone product sales

Invoice Status

Status | Description

Draft | Invoice created but not finalized

Submitted | Invoice sent to customer

Canceled | Invoice voided

Payment Status

Status | Description

Pending | Awaiting payment

Paid | Fully paid

Partial | Partially paid

Failed | Payment attempt failed

Canceled | Payment canceled

Viewing Invoices

By Booking/Sale Order

1. Go to Calendar or Bookings

2. Click on a completed booking

3. View the invoice details

By Invoice Number

1. Navigate to Reports → Invoices

2. Search by invoice number

Invoice Components

An invoice contains:

Header Information

• Invoice number

• Creation date

• Due date

• Customer information

Line Items

• Service or product name

• Quantity

• Unit price

• VAT amount

• Line total

Totals

• Subtotal (before VAT)

• VAT amount

• Total amount

Payments

• Payment method(s) used

• Amount paid

• Payment reference

Discounts & Tips

• Total discount

• Coupon discount

• Tips received

Downloading Invoice PDF

1. Open an invoice

2. Click Download PDF

3. The invoice will be downloaded as a PDF file

Use Cases:

• Email to customers

• Print for records

• Share for accounting purposes

Understanding VAT

VAT-Enabled Items:

• VAT can be included in the price (VAT-inclusive)

• VAT can be added to the price (VAT-exclusive)

• Each line item can have different VAT rates

VAT Calculation:

Total VAT = Sum of (Line Item VAT Amounts) Final Total = Subtotal + Total VAT - Discounts + Tips

Payment Methods on Invoices

Invoices can show multiple payment methods:

• Cash payments

• Card payments

• Reward points redemption

• Gift card payments

The invoice tracks each payment separately with references.

Troubleshooting

Issue: Invoice doesn't match booking details

• Solution: Check if the booking was modified after invoice creation. Contact support.

Issue: VAT calculation seems wrong

• Solution: Verify if VAT is inclusive or exclusive for each line item.

Issue: Can't download PDF

• Solution: Check your internet connection. Try refreshing the page.

Issue: Invoice shows wrong customer

• Solution: Ensure the booking is assigned to the correct customer before invoice generation.