Summary:
This article guides you through creating, editing, sending, and tracking invoices and receipts for your appointments using ZenMaid.
Sending an Invoice
In the left side menu, locate the Scheduling icon
to go to your calendar. You can choose your preferred view by hovering your mouse over the icon.
You have a couple of options to generate the invoice:
Actions button
Find the appointment you want to invoice in your calendar, and click it.
In the top right of the pop-up window, click "Actions," then "Invoice Customer..."
Billing section
On the same appointment pop-up window, scroll down to the billing section, where you have two options to create an invoice:
The 'Billing actions' button > 'Create invoice'
The 'Send an invoice and reward your cleaners with tips' button.
Editing Your Invoice Before Sending
If you're already logged into ZenMaid, you can access your Invoicing settings page here:
The invoice includes editable sections that you can customize. These include:
Invoice # is automatically generated based on how many invoices you’ve previously created. If you manually change the number, the next invoice will continue from that new number by incrementing it by 1.
Issued date defaults to the date the invoice is created. You can manually change it directly on the invoice before sending.
Due date is determined by the configuration in your Invoicing settings. The number of days until an invoice is due will follow the rules you’ve selected there.
Service details allow you to add specific information for each appointment. For example, if the service address differs from the customer’s billing address (which is always auto-pulled and cannot be edited), you can use the variable {{appointment.address}} in the Service details box. This pulls the alternate service address, showing where the service was actually delivered. You can set this up on your Invoicing page. Here is the article that explains how to configure it.
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.
Thank you message can be fully customized. Edit it to include a personalized note, contact info, or follow-up instructions as needed.
Sending or Printing an Invoice
Once you finish editing the invoice, click on 'Save invoice' and a new pop-up window will display.
You can choose whether to send the invoice or print it.
Sending the invoice will allow you to do it via email to the email address in the profile; you can also add a CC* or a BCC**, or via SMS (only if the customer has a phone number listed).
Printing the invoice will allow you to save it as a PDF document to share it with your client outside of ZenMaid or have a physical copy.
Once you finish editing the invoice and have made sure that the email address is correct, click on send, and a pop-up window confirming the submission will appear.
Side Note:
*CC stands for Carbon Copy and will send the same email to the listed email address. All the involved people will see the email address in the CC.
**BCC stands for Blind Carbon Copy and will keep the email address private for all the involved people.
Tracking an Invoice
You can track an invoice in a couple of ways:
From the Contacts page
If you remember the name of the client you invoiced and would like to follow up, go to all contacts using the icon 
.
Locate your client using the search bar or scrolling through the contacts list.
Once you find the client, click on their name and scroll down to the 'Invoices' section.
There you'll see the invoices generated for this specific customer.
From the All Invoices page
To see all your invoices in one place, or if you don't recall the client's name, use the icon
to go to All Invoices.
On the next page, you will find all the invoices that have been generated, and you will be able to filter them between pending, paid, or voided.
Regardless of the option you choose, you can:
1: Hover over the icon 
to see when and to whom the invoice was sent.
2: Resend the invoice, see the PDF, mark the invoice as paid, or void the invoice using the Actions button.
Quickly Identifying Appointments with Invoices
Open the Pending Invoices page
Under each Invoice Number, find the line that says "For a service on" followed by the appointment’s date and time
Open a new browser tab and go to the List View.
Use filters in the List View to find paid or unpaid appointments on a given date range.
Compare the dates and times from the Pending Invoices page with the appointments on the List View to confirm which have invoices associated.
Additional notes
Invoices must be manually generated; this step cannot be automated.
A generated invoice cannot be edited; you must void it and create a new one.
Tipping is only available if you have a credit card processor connected to your ZenMaid account.
If the customer's email address does not automatically populate, make sure they have turned on receiving automatic emails on their contact profile. (Is a checkbox below the email address field)
All invoices will be sent from our email no-reply@zenmaid.com unless you set up your company email address (you must own the domain). For more information on the Sender Signature feature, please see here:
You can also send an email to support@zenmaid.com to get help with completing this change.
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