How to Create a New Invoice (On the Desktop Version)

Bill customers directly from your account. Set a Due Date for when a customer has to pay. Send automatic reminders to clients whose payments are overdue and easily keep track of all invoices in Vagaro. 

You can also:

• Save an invoice to your draft if you need to work on it at a later date. This action adds it to the Save for Later list. 
• Allow customers to leave a tip when paying an invoice online. Remember, tips can only be given if a service, class, or product has been added to it.
• Enter a message you want to send to a client when creating it.
• Preview how your invoice displays before sending it to costumers. 

 

In this article, we will go over:

• Creating a New Invoice from Settings
• Creating an Invoice from the Checkout Screen
• Managing All Your Invoices
• Viewing Overdue Invoices on the Notifications Panel
• Managing Invoices on the Transaction List
• Restricting Employee Access to the Invoice Feature

 

*Remember, the quantity for a product isn't deducted from the Inventory until the invoice is paid. 

 

Creating a New Invoice

1. Click Settings at the top of the screen. 

 

2. Click Invoices on the left side of the screen under Things We Sell. 

 

3. Click Create New to create a new invoice. This takes you directly to the Checkout screen where you can select the customer and create the Invoice.

 

4. Click the In Today tab to select a customer who came in for an appointment today. Click All Customers to select a client from your current customer list. Click Save for Later to view invoices you've previously chosen to save for later. Click this link to learn more about this feature: How to Use the Save For Later Option.

Let's choose a client from the All Customers tab. 

 

5. Click Next at the bottom-right of the screen. 

 

6. Click Activate Online Payments to allow customers to pay for Invoices online. You'll be prompted to activate the Online Shopping Cart. This allows you to receive online payments. Click this link to learn more.  

*Remember, this option is only available to U.S. businesses. 

If you do not want customers to pay for invoices online, click Proceed to Invoices to create an invoice for the client directly from your account. 

 

7. If you selected Proceed to Invoices in the previous step, you can see what the client is being billed for. Enter the Invoice Title and Invoice #. Then select a date when payment is due for the item.  

 

8. Click Allow Tip to allow customers to leave a tip when paying the invoice, as long as a service, class, or product has been added to it.

*Remember, the tip option is only available to U.S. businesses. 

Enter a message you want to send to the customer. Once you're finished, click Next. 

 

9. Click Send Invoice after reviewing the Invoice Summary.

 

10. Once you click Send Invoice, you'll be taken to the main Invoices page in your Settings. From here, you can see the item you sent as well as current and past invoices.

 

Creating an Invoice from the Checkout Screen 

1. Once you click Checkout, you'll be able to see clients whose invoices you have chosen to Save For Later. Click this link to learn more about this feature: How to Use the Save For Later Feature when Checking Out a Customer in Vagaro.

If you hover over one of the clients on the list, an X will appear at the top-right corner. Click this option if you want to remove the client from the Save for Later list. 

 

2. Once you click the X, you'll be asked to confirm the removal of the client from the list. Click Remove. If you do not want to delete the client from the list, click Cancel. 

 

3. Here are some additional things to be aware of when reviewing your Save for Later client list on the Checkout screen:

• You can save up to 20 records at a time. If you try to save more clients to this list, you'll receive a message stating that you’ve gone over the limit. 
• Clients are displayed in ascending order based on the created date and time. Once you select a client, you'll be able to see the items they purchased or booked on the Checkout screen.

Let's select a customer and explore this option in more detail. 

 

4. Click the green Checkout drop-down at the bottom-right of the screen. Then click Create Invoice to add a new invoice to the client's profile. 

Click Save For Later if you want to add the invoice to the Save For Later list. This takes you to the main Checkout screen where you can see all the items that have been added to the list. 

Let's create a new invoice. Click Create Invoice.  

 

5. Click Activate Online Payments to allow customers to pay for Invoices online. You'll be prompted to activate the Online Shopping Cart. This allows you to sell all your items online, including packages, memberships, services, products, classes, and gift certificates. Click this link for more information: How to Activate the Online Shopping Cart.

*Remember, this option is only available to U.S. businesses. 

If you do not want customers to pay for invoices online, click Proceed to Invoices to create an invoice for the client directly from your account. 

 

6. You can see the Invoice Summary. Enter the Invoice Title and Invoice Number. Then select the date that the payment is due.  

 

7. Click Allow Tip to give customers an option to leave a tip when paying the invoice, as long as a service, class, or product has been added to it.

*Remember, the tip option is only available to U.S. businesses.

Enter a message you want to send to the client. Once you're finished, click Next. 

 

8. After reviewing the Invoice Summary, click Send Invoice.

 

9. Once you click Send Invoice, you'll be taken to the main Invoices page in your Settings where you can view the invoice. If you click the three dots that correspond to it on the right side of the screen, you can do the following:

• View details of the invoice.
• Edit the invoice.
• Void the item. 
• Send a reminder to the client. This allows you to email a copy of the invoice to the customer. You can enter multiple recipients by separating each email address with a comma. The reminder email will also include an option to Pay. 
• Check out the item and collect payment.
• Create a duplicate copy. This action generates a copy of the invoice with a new invoice number. The duplicate will be added to your Drafts.
• Export the invoice to a PDF file.
• Print a paper copy. 

 

Managing Invoices

1. Go to the main Invoices screen (Settings --> Invoices). To search for a specific invoice, enter the Invoice Title, Invoice #, Customer, the Amount, or the employee who Created the item in the Search box at the top of the screen. 

For example, if you enter the Invoice # and then click Search, you can find the specific item that has this number. 

You can also search for an invoice based on the status. Click the All Statuses drop-down to filter the search by Draft, Sent, Paid, Overdue or Void. For instance, if you select Overdue, you can see all the invoices that are overdue and past the due date. 

Let's take a look at each Invoice Status in more detail.  

 

Sent

These include invoices that have been sent or emailed to the client. Once you get to the main Invoices page, locate an invoice that has a Sent status. This is found on the right side of the screen. Click the three dots that correspond to it. Once you do this, you'll be able to do the following: 

• View details of the invoice.
• Edit the invoice.
• Void the item. 
• Send a reminder to the client. You'll be able to enter an email and send a copy of the invoice to the customer. You can enter multiple recipients by separating each person's email address by a comma. The reminder email will also include an option to Pay. 
• Check out the item and collect payment.
• Create a duplicate copy. This action generates a copy of the invoice with a new invoice number. The duplicate will be added to your Drafts.
• Export the invoice to a PDF file.
• Print a paper copy. 

 

Draft

These include invoices that you are still working on and have not been sent to clients. Once you get to the main Invoices page, locate an invoice that has a status of Draft, found on the right side of the screen. Then click the three dots that correspond to it. Once you do this, you'll be able to do the following:

• View details of the invoice.
• Edit the invoice.
• Delete the item.  
• Create a duplicate copy. This action generates a copy of the invoice with a new invoice number. The duplicate will be added to your Drafts.
• Export the invoice to a PDF file.
• Print a paper copy. 

 

Paid

These include invoices for which the customer has paid. Once you get to the main Invoices page, locate an invoice that has the Paid status, found on the right side of the screen. Then click the three dots that correspond to it. Once you do this, you'll be able to do the following:

• View details of the invoice.
• Create a duplicate copy. This action generates a copy of the invoice with a new invoice number. The duplicate will be added to your Drafts.
• Export the invoice to a PDF file.
• Print a paper copy. 

 

Overdue

If an invoice has been sent but it hasn't been paid, it will have a status of Overdue. The overdue invoices appear on the Notifications Panel. Once you select it on the panel, you'll be taken to a listing of all your overdue invoices.

Once you get to the main Invoices page, locate an invoice that has a status of Overdue, found on the right side of the screen. Then click the three dots that correspond to it. Once you do this, you'll be able to do the following:

• View details of the invoice.
• Edit the invoice.
• Void the item. 
• Send a reminder to the client. You'll be able to enter an email and send a copy of the invoice to the customer. You can enter multiple recipients by separating each person's email address by a comma. 
• Check out the item and collect payment.
• Create a duplicate copy. This action generates a copy of the invoice with a new invoice number. The duplicate will be added to your Drafts.
• Export the invoice to a PDF file.
• Print a paper copy. 

 

Void

These are invoices that have been canceled or removed. Once you get to the main Invoices page, locate an invoice that has the Void status, found on the right side of the screen. Then click the three dots that correspond to it. Once you do this, you'll be able to do the following:

• View details of the invoice.
• Export the invoice to a PDF file.
• Print a paper copy. 

 

Managing Overdue Invoices on the Notifications Panel

1. Click the bell icon at the top of the screen. 

2. Under Invoices Overdue, click View. This action takes you directly to the main Invoices page where you'll be able to see a list of invoices that are Overdue. 

Managing Invoices on the Transaction List

1. Click Reports at the top of the screen. 

 

2. Click Transaction List on the left side of the page. 

 

3. Once you locate the transaction, you'll find the IOU/Invoice column on the right side of the screen. Click a specific invoice amount to view more details. 

 

4. Once you click the invoice amount, you'll be able to see details about the item. For example, if the invoice is overdue, you'll be able to collect payment by clicking Pay Invoice. 

 

5. If the invoice has been paid, you'll be able to view its details. 

 

How to Restrict Employees from Viewing and Creating Invoices

1. You can control an employee's ability to view, add, edit, and delete Invoices in your account. To get to this page, follow these steps:

• Click Settings at the top of the screen.
• Select Access levels on the left side of the screen. 
• Hover over the access level that's been assigned to the employee. Then click Edit. 

Once you locate the Invoice Management setting under Checkout, click View to allow the employee to see all the invoices that you have created. Click Modify if you want them to be able to make changes to the items. A green color means that the setting has been enabled.

Click this link to learn more about access levels: How Do I Control What My Employees See and Change in Vagaro? (Access Levels)