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 may want to create your invoices with the option to NOT send an email if:

  • you have sent your invoices by mail and therefore do not need to email the client an invoice,

  • your clients view their invoices and account details in the Client Portal and do not need to receive email copies,

  • a client has already paid for service and so you simply need to create their invoice and then enter their payment to pay the invoice.

 

How do I Convert a Quote into an Invoice to Save to a Client Record?

            ON DESKTOP:

Navigate to Clients > Orders & Invoices

STEP 1​​​

  • From the client's orders screen, identify the order you wish to create an invoice 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

​​

  • Check that the quote is correct.

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

STEP 3

  • Check your Invoice Settings (see the explanations below).

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

  • When ready, click "Create Invoice".

  • An invoice is now created on the client's account, which can be marked "Paid" by entering the client's payment (or if the client pays in the client portal).

  • No email is sent to the client. 

  • 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 set on the client's Settings page, 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 with 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.

  • There are several options you can choose when creating an invoice from a quote, 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

As you have chosen to create an invoice with no email, this option is pre-checked but you can un-check it at this point. See Creating an Invoice (Email) for further instructions.

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 "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 created, but will be listed on the Unpaid Invoices Report, where you can then email the client to let them know their credit card was declined and they have a balance due.

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 (see the explanations above).

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

  • When ready, click "Create Invoice".

  • An invoice is now created on the client's account, which can be marked "Paid" by entering the client's payment (or if the client pays in the client portal).

  • No email is sent to the client. 

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 "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 created, but will be listed on the Unpaid Invoices Report, where you can then email the client to let them know their credit card was declined and they have a balance due.

ABOUT US



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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CONTACT US



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