Create an invoice from a booking or for a customer

Invoices live under Invoices in the Money section of the sidebar (/app/billing). You can start one from a booking or from scratch.

Invoice a booking

1. 1Open the booking from the Calendar and click Create invoice.
2. 2The New invoice page opens with the customer, the pet and every booked service already filled in, including the staff member assigned to each service.
3. 3Add any extras, then click Create invoice. The button shows the total.

The invoice belongs to the booking's branch, and product stock shown in the editor is that branch's stock, even if you've picked another branch in the branch picker.

The service lines carry the prices saved on the booking, so any peak pricing or multi-pet discount is already included.

If a deposit was paid for the booking, the page shows "Deposit paid: … — applied automatically" and Left to collect. The deposit is recorded as a payment on the new invoice, so you only collect the rest. See take a deposit to confirm bookings.

A booking can only be invoiced once. After that it shows View invoice instead.

Start from scratch

1. 1Go to Invoices and click New invoice (/app/billing/new).
2. 2Under Customer, search by name or phone. Leave it empty for a walk-in sale.
3. 3In Add items, pick a tab (Services, Products, Packages or Custom) and click an item to add it. The search box filters the list.
4. 4On each line, set Qty. For services and products you can also pick the Staff (commission) person, which is the staff member credited with that line.
5. 5In Summary, you can apply a Coupon, add a Tip, set a Due date and write Notes (notes are printed on the invoice).
6. 6To collect money now, tick Take payment now, then choose a method and amount.
7. 7Click Create invoice. You're taken to the new invoice.

Line types

• Services use the price from your services list.
• Products use the sell price, show your branch's stock and are taken out of stock when you save. If a line needs more than is in stock, the line and the summary show a warning, but you can still save. Stock then goes below zero until you record the delivery. Consumables don't appear here.
• Packages need a customer attached, because saving gives that customer service credits. They're taxed at the package's own rate, or the business default if it has none.
• Custom lines have a description, a price and an optional tax %.

Discounts and price changes

If your role can override prices and discounts, each line shows editable Unit price and Discount fields (a flat amount off that line), and you get the Custom tab. Everyone else sees catalogue prices with the note "Catalogue prices apply. Ask a manager for discounts." Totals are re-checked on the server, so prices or discounts sent by someone without that permission are ignored.

Who can do this

Creating invoices: Owner, Admin, Manager, Veterinarian and Front desk. Discounts, price changes and custom lines: Owner, Admin and Manager by default. Owners can change these defaults in Roles & permissions.

Good to know

• New invoices start as unpaid right away. There's no draft step.
• Saving is all-or-nothing: the invoice, its lines, stock, package credits, the coupon use and any payment are saved together. If anything fails (for example the wallet doesn't have enough money, or the coupon was just used up at another till), nothing is saved and no invoice number is used up.

Edit an invoice

Until the first payment is recorded, you can change an invoice's lines:

1. 1Open the invoice and click Edit invoice.
2. 2Change items, quantities, prices, discounts, the customer, coupon, tip, due date or notes.
3. 3Click Save changes. Totals are recalculated on the server and stock moves by the difference only (selling one more takes one more out of stock; removing a line puts it back).

Edit invoice isn't shown once a payment has been recorded, on void invoices, or on invoices that include a package (package credits may already be in use). In those cases a manager can void the invoice and you can create a new one (see void an invoice). Editing needs the permission to override prices and discounts (Owner, Admin and Manager by default).

• Take payment now takes one payment method. To split a payment, add more payments from the invoice page. See recording payments.
• When a deposit was applied, Take payment now defaults to the amount left after the deposit, and you can't take more than that.
• Every unpaid invoice has a Pay online card with a pay link you can copy or send on WhatsApp. See send a pay link for an invoice.
• Invoice numbers are your prefix plus a running number, e.g. INV-00042.