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Manage Invoices - Vagaro Pro app

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Donna J
  • Updated

This article covers finding, viewing, and managing invoices using the Vagaro Pro mobile application.

Related articles:

Article sections:

Prerequisites

Available for all Vagaro businesses.

Note

A customer cannot pay for an invoice online if you do not have Credit Card Processing activated. See This Feature Works Best With for more information.

Filtering and Viewing Invoices

From the Invoice Management page

  1. Navigate to More → Settings → Invoices.

    1_vpro_more_settings_2x.png
    vpro_settings_tws_invoices_2x.png

  2. Enter all or part of the following invoice fields in the search box: Invoice Date, Customer Name, Invoice Amount, Due Date, or Created by.

    Note

    Numbers entered can be interpreted to come from any numeric field. So, entering "15," for example, could result in invoices from March 15, ones with a due date of January 15, an invoice amount that contains "15:" $15.00, $150.00, $38.15, or invoice number 0015.

  3. Tap Search.

From the Transaction List Report

  1. Navigate to More → Reports → Transaction List.

    1_vpro_more_reports_2x.png
    3_trans_list_2x.png

  2. The Transaction List report basic filters default to today's date, all service providers, and customers, which can be changed before running the report.

    vpro_trans_list_search_2x.png

  3. Tap the Date box to select other date range options.

  4. Tap the Filters icon (a funnel) to filter service providers and customers.

  5. You can filter the report to just the Transaction Type of Invoice.

    vpro_filter_trans_type_2x.png
    vpro_trans_type_switch_2x.png

  6. Tap Apply Filter after configuring the report.

  7. Tap the invoice you want to review.

    vpro_trans_list_rpt_2x.png

You'll see invoice details, but you cannot make changes from this screen.

From a Customer's Profile

If you know a customer has an outstanding invoice, you can get directly to that page from the Customer Profile.

  1. Tap Customers.

    VPro_customers_selection_2x.png

  2. Enter all or parts of the customer's name in the Select a customer box, then select the customer.

    vpro_cust_sel_2x.png

  3. Tap the Invoices tab.

    vpro_cust_inv_tab_2x.png

From the Notifications Panel

  1. Tap the bell icon.

    vpro_notifications_bell_2x.png

  2. Tap Invoices Overdue.

    vpro_inv_overdue_notif_2x.png

    This takes you to the Invoice Management screen with the status Overdue preselected.

    vpro_inv_screen_2x.png

Once you've located one or more invoices, what you can do with them depends on the invoice's status and what area of the Vagaro application you're working in. We'll review options by invoice status and then discuss the actions and how to use them.

Actions by Invoice Status

The Invoice Management screen (for all customer invoices) and the Customer Profile / Invoices tab offer the same Action menu options for managing invoices. Open the Action menu by tapping the 3 vertical dots on any invoice entry.

Sent

This applies to invoices that have been sent or emailed to the customer. Action menu options:

vpro_sent_actions_2x.png

  • View details of the invoice

  • Edit the invoice

  • Void the invoice

  • Send a reminder

    -Enter one or more email addresses and send a copy of the invoice to the customer

    -The reminder email will also include an option to pay the invoice

  • Go to checkout and collect the 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.

  • Print a paper copy

Draft

You are still working on invoices that have not been sent to customers. Action menu options:

vpro_draft_actions_2x.png

  • View details of the invoice

  • Edit the invoice

  • Delete the invoice

  • Send the invoice to the customer

  • Go to checkout and collect the 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.

  • Print a paper copy

Paid

These include invoices for which the customer has paid. Action menu options:

vpro_paid_actions_2x.png

  • 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.

  • Print a paper copy

Overdue

If an invoice has been sent but hasn't been paid, it will have a status of Overdue. Overdue invoices appear on the Notifications Panel. Tap Invoices Overdue on the notification panel to go to the Invoices screen with overdue invoices selected.

Action menu options:

vpro_overdue_actions_2x.png

  • View details of the invoice

  • Edit the invoice

  • Void the invoice

  • Send a reminder

    -Enter one or more email addresses and send a copy of the invoice to the customer

    -The reminder email will also include an option to pay the invoice

  • Go to checkout and collect the 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.

  • Print a paper copy

Void

These are invoices that have been canceled or removed. Action menu options:

vpro_void_options_2x.png

  • View details of the invoice

  • Print a paper copy

Additional Information

Here are detailed descriptions of how to use the various available invoice Actions. Remember that these actions are available from the Invoice Management or Customer Profile/Invoices screen.

  • View (all invoice status)

    Select View to pop up a copy of the invoice. Close is the only option.

  • Edit (Status: Draft, Sent, Overdue)

    This option reopens the invoice details on the Checkout screen.

    1. Add or remove items from the shopping cart, use points, and apply discounts.

    2. When you're done, tap Create Invoice.

    3. On the preview, you can add or change:

      • Invoice Title

      • Invoice number

      • Due date

      • Set Allow Tip

      • Add a message to your customer

    4. Tap Next.

    5. Review your changes and either tap Send Invoice or Back to go back and make more changes.

    Since Edit behaves the same way as Create a New Invoice , please see the article Create a New Invoice - Vagaro Pro app for details.

  • Delete (Status: Draft, Overdue)

    The delete option removes the invoice from the system completely. Confirm deletion on the pop-up confirmation box.

    vpro_del_conf_2x.png

  • Void (Status: Sent)

    Void changes the invoice status but leaves it viewable in the system. Confirm the action on the pop-up confirmation box.

    vpro_void_conf_2x.png

  • Send Reminder (Status: Sent, Overdue)

    Change the default customer email, if wanted, and add more email addresses separated by commas to send an email reminder with a Pay option.

    vpro_inv_email_2x.png

  • Send (Status: Draft)

    Sends the invoice to the customer and changes the invoice status from Draft to Sent.

  • Checkout (Status: Draft, Sent, Overdue)

    Opens the transaction from the invoice on the Checkout screen, where you can take payment from the customer to complete the transaction and mark the invoice as Paid.

  • Duplicate (Status: Draft, Sent, Overdue, Paid)

    Makes a copy of the invoice, assigns the next invoice number, and sets the copy's status to Draft. You can edit the new draft/duplicated invoice and change the shopping cart items, discounts, points, etc., before sending it to the customer.

    Note

    Invoices for services and classes cannot be duplicated.

  • Print (Status: all)

    Print opens your device's print dialog to get a hard copy of the invoice.

Next Steps and Recommended Features

Restrict Employees' Access to Invoices

  1. Navigate to More → Settings → Employees → Access Levels.

    vpro_set_emp_al_2x.png

  2. Select the access level to change, tap the Action menu (3 vertical dots), and then select Edit.

  3. Scroll down to the Checkout section, and then Invoice Management is the last entry.

    1. Tap View to allow the employee to see all invoices.

    2. Tap Modify to enable employees to add or change invoices.

      Green indicates that the option is on for this access level.

      vpro_inv_mgmt_al_2x.png

Tap this link to learn more about access levels: Setting Access Levels - Vagaro Pro app.

This Feature Works Best With Credit Card Processing

Without Credit Card Processing activated, the customer will have to return to your business to pay for the invoice.

But that's not all...

Vagaro offers competitive credit card processing rates and a wide range of other benefits, including selling services, products, memberships, and gift certificates online. You can also store credit cards, create cancellation and no-show policies, and require credit card payments online. And you can get a FREE Credit Card Reader.

See the following articles for more information:

With Credit Card Processing, you can also access the Online Shopping Cart , which allows you to sell services, products, and more on your Vagaro business page.

Need More Help?

If you need more help with invoices, see the following articles.

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