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 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?

            ON DESKTOP:

Navigate to Clients > Orders & Invoices

STEP 1​​​

  • From the client's orders screen, identify the order you wish to view the quote for by its name, or the service dates.

  • Click the blue link with the word "Quote" in the "Invoice" column to view the quote.

STEP 2

​​

  • Click "Create Invoice" in the left-side navigation pane.

  • Check your Invoice Settings and Email Options (see the following explanations).

  • Be sure "Send Email to Client" is toggled on.

  • Toggle on "Attach Account Summary PDF" if you would like to include the Account Summary document along with the Invoice document.

  • Select the Email Template you would send to your client.

  • When ready, click "Create Invoice".

  • An email will be sent to your client with the Invoice document attached as a PDF file. If selected, the Account Summary document will also be attached to the email.

  • There are several options you can choose when creating an invoice, with an explanation as follows:

Invoice

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 Services".

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.

Due Date

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.

Email Template

If you have not set a pre-selected email template for raising invoices, select the appropriate email template from the dropdown.

Email Subject

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.

Email Body

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.

  • 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 (after service is complete) 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 due date associated withe 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.

  • Note: If you have a number of invoices to create 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.

STEP 3

 

  • The invoice will now be emailed to your client.

    • It will also be emailed 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 on the client's Settings page. 

  • 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

    • the "Do Not CC Invoices to Company" box in "Invoice Options" is UNchecked.

 

 

How can I take Automatic Stripe Payments when I Create an Invoice?

 

You may find that an option to "Attempt Stripe Payment" is visible in the "Create 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, and the client will not be emailed. You can email the client, with the "Invoice Template 2 Online Payments" email template or something similar, letting the client know they still have a balance due.

 

How do I set it to automatically display my "Invoice" Email Template?

 

ON MOBILE:

STEP 1

  • Tap the Navigator and select Clients > Search

STEP 2

  • Navigate to your client's account from the Clients search page.

  • In the left-side navigation pane, tap "Orders & Invoices".

STEP 3

  • From the client's orders screen, identify the order you wish to create an invoice for by its name, or the service dates.

  • Tap the blue link with the word "Quote" in the "Invoice" column to access the quote and create the invoice.

STEP 4

  • From the Quote screen, tap the Navigator, then tap "Create Invoice".

STEP 5

  • Check your Invoice Settings.

    • Here you have the option to create an invoice for:

      • All Services that are included on the quote (in the service order)​, or

      • Services "Up to a Date" in the order

    • And you can set the Invoice Date and Due Date​

    • (see above explanations for more information)

  • Ensure that "Send Email To Client" is toggled on.

  • Check that you have selected the correct Email Template and the Email Subject is correct.

  • Tap "Create Invoice".

    • An email will be sent to your client. The elected Email Template will be the body of the email, and the invoice will be attached to the email as a PDF document. ​

How can I take Automatic Stripe Payments when I Create an Invoice?

 

You may find that an option to "Attempt Stripe Payment" is visible in the "Create Invoice" dialog box (see screenshot below).

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, and the client will not be emailed. You can email the client, with the "Invoice Template 2 Online Payments" email template or something similar, letting the client know they still have a balance due.

 

How do I set it to automatically display my "Invoice" Email Template?

 

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Pet Software Ltd provides a market leading scheduling and billing solution for Pet Sitters, Dog Walkers, Dog Day Care Centres and Kennels. Pet Sitter Plus helps pet sitters to spend more time with pets and less time on administration.



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