Summary:
This article guides you through creating, editing, sending, and tracking invoices and receipts for your appointments using ZenMaid.
Creating an Invoice
In the left-side menu, find the Scheduling icon to open your calendar. To choose your preferred view, hover your mouse over the icon and select the option you like best.
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 an Invoice Prior to Sending or Printing
If you're already logged into ZenMaid, you can access your Invoicing settings page here:
The invoice includes customizable sections, such as:
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.
Date of issue defaults to the date the invoice is created. You can manually change it directly on the invoice before sending.
Date due 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.
Description section lists the services you’re charging for, along with their price and quantity. To add a line item to include any additional services you provided, you must set it up from the appointment Billing section.
Notes let you add invoice-specific information. For example, if the service address is different from the customer’s billing address, which is automatically pulled from the client’s profile and cannot be edited on the invoice, you can use the variable {{appointment.address}}. This will automatically insert the actual address where the service took place. You can set this up on your Invoicing page.
Once you finish editing the invoice, click on 'Create invoice' and a new pop-up window will display.
Sending or Printing an Invoice
You can choose to send the invoice by email or SMS, or you can print it if you prefer.
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 everything looks good, click Send. A notification at the bottom will confirm the submission.
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 recall the name of the client you invoiced and would like to follow up, go to the All Contacts page 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 email icon to see when and to whom the invoice was sent.
2. Resend the invoice by selecting 'View invoice' in either Billing actions or the Actions button of the appointment.
Clicking on 'View invoice' will open a new window where you can resend the invoice via email or SMS.
Checking Whether an Invoice Has Been Open
Important
While you can’t check an invoice’s open status from the Appointment’s Invoice section or within Today’s Emails/Texts, you can follow the steps below to see whether it has been opened.
ZenMaid provides an Invoice Notification email template that indicates whether the invoice has been opened. Since this notification is sent simultaneously with the invoice, it can be used to track its open status.
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, ensure that 'Send automated emails to this address' is enabled in the customer's profile. You'll still be able to include the email address by clicking on the 'Select 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.
Troubleshooting
If an invoice gets stuck on the "loading" screen while attempting to send, it could indicate a problem with the recipient's email provider. Specifically, the recipient's email provider may have blocked emails from your account if these were marked as spam.
To resolve this issue:
Monitor for Blocked Emails: Ask the client to check with their email provider about any potential blocking or spam flagging of emails from your account.
Communicate with Your Client: Inform the client of the situation and suggest steps they can take to ensure email delivery, such as adding your email address to their trusted sender list.
Retry Sending the Invoice: Once the block is lifted, reattempt sending the invoice through the ZenMaid platform. In most cases, this resolves the problem, and the invoice is sent successfully.
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