How to create an Invoice
Locate and click on the appointment so that the appointment sidebar pops up.
On the Actions button, click on the Invoice Customer button:
A new pop-up window will appear, where you'll see an invoice preview.
Here you'll have the opportunity to edit the invoice by clicking on the icon next to the editable field (in terms of dates, description, rates, etc.).
All the editable fields are marked on the preview:
- Invoice number - Invoice numeration starts with 1 but if you change the number the next invoice will automatically add +1.
- Issued and Due date
- Service Details - Where you can write anything specifically for the appointment. For example, if the service address is not the same as the billing address of your customer (billing address is always auto-pulled and cannot be edited) you can use the variable {{appointment.address}} in the Service details box, and that way the alternate address gets pulled so there you can have an address where you actually delivered your service. This can be set on your Invoicing page and here is the article showing how to set it up.
- Description - In this field, you should list the services you are charging, their price, and quantity. By clicking on the +Add line item you can add more services you provided.
- Message for the customer.
When you are done editing your invoice, click on Save Invoice, and you'll see a new pop-up window.
You'll have the opportunity to choose to send, save, or print an invoice.
If you choose to send an invoice in this window you can edit the email address, or add CC and BCC addresses to send this invoice.
If the customer's email does not auto-populate, make sure they have the setting to allow automatic emails turned 'ON' in their customer profile.
Notice that if you select to send an email to the customer this way we will send it from one of our no-reply @Zenmaid.com mail accounts but you can always send the email to yourself and forward it to the customer if you prefer it that way.
You can set your own @Company.com mail address instead of 'no reply. Contact support@zenmaid.com to get this feature.
When you're all set, send the email by clicking on the Send button and an Email Sent confirmation pop-up will display and that's it.
Tracking Invoices For An Individual Customer
Locate the customer profile under contacts & click to open their profile.
Scroll down to the Invoices section to view all invoices for them
Click on the Actions button to the right of each invoice, and select the option you need.
Tracking Invoices For All Customers
Head over to the Reports section on the left side of your screen.
Click the Invoice Dashboard.
Locate the invoice.
Click on the Actions button to the right of each invoice, and select the option you need.
Print An Invoice
During the process of creating an invoice, you will also have the option to print.
Once you have created an invoice, locate the invoice and you can click the Actions button to select View PDF. From there you'll be able to print.
Paid Invoice Notifications & Tips:
There will be a notification that an invoice has been paid at the bottom left-hand corner. You can click on the notification and the paid appointment will pop up where you can then see if a tip was added. If you have already run payroll, make a note to add it to the next payroll.
Invoices are tied to an individual appointment.
No bulk invoicing yet or automatic invoicing.
If the invoice is either saved or sent, it cannot be edited and must be voided and a new one must be created. Here's an article on how to do it
The tipping section is only available when a credit card processor is active in ZenMaid.
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