Navigation CLIENTS > ORDERS > Click on the Quote you wish to convert to an Invoice
Once your client has approved the costs in a quote, it is ready to be converted into an invoice for payment.
The invoice is a direct copy of the quote, but it will now be represented by an invoice number and be entered into your financial records.
You should use mostly use this option to send the invoice attached to an email to the client.
How do I Convert a Quote into an Invoice to Email to a Client?
So before converting a quote into an invoice, you should check the contents of your quote to ensure the quote is correct. Important: You must make sure that the correct "payment type" has been assigned as this is used to calculate the due date of the invoice.
Payment types can be applied to the client settings if you regularly invoice a client for dog walking in arrears for example. To apply a payment type to a client record, see Client Payment Types for more information. All their quotes and invoices will automatically default to the payment type in their settings.
Alternatively, you can change the payment type on an invoice by invoice basis if you wish to make the payment type for a particular quote different from the usual one.
See Payment Types for a more detailed explanation of how to set these up for your billing periods, and how to amend and apply these payment types to client records.
Click "Raise Invoice (Email)".
Note: if you have a number of invoices to raise for one client, you might want to send each invoice WITHOUT the account summary automatically included. Instead you might create the invoices first and then send the final invoice showing the correct full amount WITH the account summary box checked. Otherwise the account summary will be sent with each invoice and will show different amounts due after each invoice is raised which could confuse the client.
There are several options you can choose when raising an invoice, with an explanation as follows:
Only change this option if you want to invoice "up to a date". If you choose to do this, a new date option will appear called "Invoice Up To And Including" for you to specify the date range. For example, you may have scheduled all walks to take place in September on a single service order, but you may wish to invoice your client for the first two weeks of September on one invoice, and produce a separate invoice at a later date for walks scheduled for the rest of the month. Otherwise leave this option as "All Jobs".
Invoice Date (First Sent)
This date will automatically be set to today's date. You cannot change this to be a date in the future, but you can set it to be a date in the past.
This date will automatically be set to what payment type you have assigned to the invoice (and/or client). You can override this here.
Send Email To Client
Checking this box will send an email to the client's email address entered into the Main Contact Email Address in the client record. It is pre-checked but you can uncheck it at this point.
Attach Account Summary PDF
Leave this box checked if you want to send an Account Summary to your clients with their invoice. Uncheck it if you do not want to attach an Account Summary.
If you have not set a pre-selected email template for raising invoices, select the appropriate email template from the dropdown.
The default Email subject displayed in this field is the custom email subject "Invoice", but you can amend it here if you wish. If you do amend the subject on this screen, the default custom subject will not be changed. For more information on custom email subjects, please see Email Subject Settings.
The system will display the body of the email for the Email template you have chosen. You can amend the text here if you wish - this will not affect the template itself.
When ready click "Raise Invoice".
The invoice will now be emailed to your client and also to the Spouse / Alternative Contact and Emergency Contact 1 on the client record if you have entered an email address for the contact and checked the "Copy Emails to this Address" box. The invoice date will be set to today's date and the due date will be calculated in accordance with the payment type.
A copy of each invoice will also be sent to your PSP admin mailbox:
if you have left the "Send Email to Client" box checked and
if the "Do Not CC Invoices to Company" box in "Invoice Options" is UNchecked.
How can I take Automatic Stripe Payments when I Raise an Invoice?
You may find that an option to "Attempt Stripe Payment" is visible in the "Raise Invoice" dialog box (see screenshot).
This option will be displayed (unchecked) if:
you have the "Enable Auto Billing" box checked in Invoice Settings in ADMIN > SETTINGS > Invoicing AND
your client's Payment Credential is "Stripe" AND
your client has registered a valid credit or debit card with you AND
the "Allow automatic payment" box is checked on the Settings screen in the Portal.
NOTE that if you check this box, the system will attempt to take the appropriate payment from the client's card. If, for any reason, the card payment cannot be processed eg: there are insufficient funds in the account, then the invoice will still be raised, but will be listed on the Unpaid Invoices Report.
How do I set it to automatically display my "Invoice" Email Template?
Read more about how to change your settings for Email Templates.
Here is an example of the email message as it might appear in your client's inbox in their email client. The invoice is automatically attached to the email as a PDF, and we checked the box to attach the Account Summary as well.
Here is an example of how the invoice might appear in its PDF format.
If you are located in Australia and charge GST then the words "Tax Invoice" will appear on your invoice instead of just "Invoice", as this is a legal requirement.
Here is an example of how the Account Summary might appear in its PDF format.