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.
The circumstances when you should raise your invoices with this option to NOT send an email is if you have sent your invoices by post and need to update your system to say when your invoices were sent or if your clients view their invoices and account details in the Client Portal and do not need to receive email copies.
How do I Convert a Quote into an Invoice to Save to a Client Record?
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 (No Email)".
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
As you have chosen to raise an invoice with no email, this option is pre-UNchecked but you can check it at this point. See Raising an Invoice (Email) for further instructions.
When ready click "Raise Invoice".
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.
If the client views their invoice through the portal, here is an example of what it might look like.
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.