Use invoices to bill customers directly from your checkout screen, set a due date for payment, send automatic reminders to customers whose payments are overdue, and easily keep track of all invoices in Vagaro.
You can also:
- Save an invoice if you need to work on it later
- Allow customers to leave a tip when paying an invoice online
- Enter a message to include with an invoice
- Preview how your invoice will look before sending
Note: The quantity for a product isn't deducted from the Inventory until the invoice is paid.
In this article, we will go over:
- Create a New Invoice (next)
- Restrict Employee Access to Invoices
Create a New Invoice
There are two places in Vagaro where you can create a new invoice:
- From the Checkout page
- From the Invoices page (Settings > Things We Sell > Invoices) where clicking Create New takes you to the Checkout page
- Select a customer on the Checkout page.
- The In Today tab shows customers who have appointments today.
- The All Customers tab shows your current customer list.
- Add items to the cart.
- Click the drop-down arrow on the green Checkout button and select Create Invoice.
- On the New Invoice screen, you can add a title for the invoice, change the invoice number (which automatically increments from the previously used number), and change the due date (which defaults to today's date.)
- Scroll down on the page to access Advanced options:
- Toggle Allow Tip on (green) to let the customer add a tip when paying
- Enter a message to your customer that will display on the invoice
- On the New Invoice screen, you can add a title for the invoice, change the invoice number (which automatically increments from the previously used number), and change the due date (which defaults to today's date.)
- Click Next.
- Review the draft invoice.
- If it is ready to send, click Send Invoice.
You'll see a confirmation banner at the top of your screen and the system takes you to the Invoices page, where your new invoice is at the top of the list with a status of Sent. - If you want to work on it more, click Save for Later.
The invoice will be in your invoices list with a status of Draft, for you to edit and send when you're ready.
- If it is ready to send, click Send Invoice.
Restrict Employees' Access to Invoices
You can control employees' ability to view, add, edit, and delete Invoices in your account.
- Navigate to Settings > Employees > Access Levels.
- Select the access level to change, click the Action menu (3 vertical dots), and then Edit.
- Scroll down to the Checkout section, and then Invoice Management is the last entry.
- Click View to allow the employee to see all invoices.
- Click Modify to enable employees to add or change invoices.
Green indicates that the option is on for this access level.
Click this link to learn more about access levels: Setting Access Levels - Web Version.
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