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Manage IOUs from the IOU Report

Jamie B
Jamie B
• Updated

An IOU, also known as "I Owe You," can be issued to customers who cannot pay for a service on the day of the appointment. Once an IOU is created, it is added to a customer's profile and included in all IOU reports so you can collect payment later.

Prerequisites: This feature is available for all Vagaro businesses.

Run the Report

Generating this report will show the following information about the IOUs you've issued:

  • Created Date: The date for when this IOU was issued to the customer.

  • Closed Date: The date for when this IOU was paid off. Left blank if it's still Outstanding.

  • Noted By: The employee who issued this IOU.

  • Closed By: The employee who cleared the IOU for the customer. Left blank if it's still Outstanding.

  • Customer: The customer the IOU was issued to.

  • Comment: The comment you entered for why the IOU was issued.

  • Status: The status of the IOU, either Outstanding, Void, or Paid.

  • Amount: The amount the customer owes.

  • Void Reason: The reason this IOU was voided. Left blank if you didn't void this IOU.

On a Phone

The IOU report on the phone will appear as a card for each IOU, displaying when it was created, whether it was paid off, and the customer. You can select each card to manage IOUs or clear them. At the top of the screen, the Total IOU amount issued for your business displays.

IOU_list_vpro_2x.png

To manage your IOUs:

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → IOU.

  2. Optionally, in the top-right corner, select Filters filters_icon_2x.png, set any of the following filters, and then select Run Report.

    • Noted By: Show data for a single service provider who originally authorized the IOU.

    • Customers: Show data for all or a specific set of customers.

    • Status: Show data for a single status.

    • Sort By: Reorder the report.

  3. Optionally, in the top-right corner, select Action Three vertically stacked circles, representing a menu or more options icon., then:

    • Select Add IOU to issue a new IOU.

    • Select Star or Remove Star to bookmark or unbookmark.

    • Select Print to get a hard copy of the report.

    • Select Export PDF or Export Excel to download this report.

On a Computer, Tablet, Pay Desk, or PayPro

The IOU report on the web, tablet, Pay Desk, or Pay Pro will show as a chart with each IOU as a row. Each IOU includes information on when it was created, whether it was paid off, and for whom it was issued. You can select the Action menu to manage IOUs or clear them. In the top-right corner of the screen, the Total IOU amount issued for your business will appear.

iou_report_web_2x.png

To manage your IOUs:

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → IOU.

  2. Optionally, in the top-right corner, select Filters filter-solid-full.png, set any of the following filters, and then select Run Report.

    • Customers: Show data for all or a specific set of customers.

    • Noted By: Show data for a single service provider who originally authorized the IOU.

    • IOU Status: Show data for a single status.

  3. Optionally, sort, print, or export the report:

    • Select a column header to sort the report.

    • Select Print print-solid-full.png to get a hard copy of the report.

    • Select Export download2.png to save the report to an Excel or PDF file (computer version only).

Issue a New IOU

If you know of any outstanding balances customers owe you that you haven't recorded yet, you can create a new IOU from the report.

On a Phone

To issue a new IOU:

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → IOU.

  2. In the top-right corner, select Action Three vertically stacked circles, representing a menu or more options icon. → Add IOU.

  3. Fill out the IOU, then select Save.

    • Use the Customer list to choose who this IOU is for.

    • Enter the Amount owed.

    • Enter a Comment for why the IOU was issued.

The IOU is added to the report.

On a Computer, Tablet, Pay Desk, or PayPro

To issue a new IOU:

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → IOU.

  2. In the top-right corner, select Add IOU.

    add_iou_web_2x.png

  3. Fill out the IOU, then select Save.

    • Use the Customer list to choose who this IOU is for.

    • Enter the Amount owed.

    • Enter a Comment for why the IOU was issued.

    add_iou_details_web_2x.png

The IOU is added to the report.

Manage IOUs

If there are any Outstanding IOUs issued at your business, you can manage them from the report. Only Outstanding IOUs can be modified. Anything that's been paid off or voided can't be modified.

On a Phone

To manage IOUs:

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → IOU.

  2. In the top-right corner, select Filters filters_icon_2x.png, then select Status → Outstanding.

    Note

    Filtering to Outstanding narrows the report to the IOUs you can change.

  3. Find the IOU you want to modify, select it, and then choose an option:

    • Edit: Change the Comment added to the IOU.

    • Void: Void the IOU and remove the owed balance from their account. When voiding an IOU, you'll need to enter a Void Reason.

    • Pay: Bring the customer's balance to the Checkout screen. This IOU will be marked as Paid in the customer's profile and the IOU report.

    • View Customer Profile: Go to the customer's profile.

On a Computer, Tablet, Pay Desk, or PayPro

To manage IOUs:

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → IOU.

  2. In the top-right corner, select Filters filter-solid-full.png and use the IOU Status list to select Ouststanding.

    Note

    Filtering to Outstanding narrows the report to the IOUs you can change.

  3. For the IOU to be modified, select Action Three vertically stacked circles, representing a menu or more options icon., then choose an option:

    • Edit: Change the Comment added to the IOU.

    • Void: Void the IOU and remove the owed balance from their account. When voiding an IOU, you'll need to enter a Void Reason.

    • Pay: Bring the customer's balance to the Checkout screen. This IOU will be marked as Paid in the customer's profile and the IOU report.

    manage_iou_web_2x.png

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