Manage Invoices - Vagaro Pro app

This article covers how to find, view and manage invoices using the Vagaro Pro mobile application.

Related articles:

• Manage Invoices - Web Version
• Create a New Invoice - Vagaro Pro app
• Create a New Invoice - Web Version

Article sections:

• Find Invoices - Invoice Management page (next)
• Find Invoices - Transaction List Report
• Find Invoices - Customer Profile
• View Overdue Invoices - Notifications Panel
• Actions by Invoice Status
• Details of Invoice Actions

Find Invoices - Invoice Management page

1. Navigate to More > Settings > Invoices.
   
2. Enter all or part of any 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.

Find Invoices - Transaction List Report

1. Navigate to Reports > Transaction List.
   
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.
   
3. Tap the Date box to select other date range options.
4. Tap the Filters icon (a funnel) to select service providers and customers to use in the filter.
5. You can filter the report to show you just the Transaction Type of Invoice.
   
6. Tap Apply Filter after configuring the options to run the report.
7. Tap the invoice you're interested in.
   

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

Find Invoices - Customer Profile

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

1. Tap Customers.
   
2. Enter all or part of the customer's name in the Select a customer box, and then select the customer.
   
3. Go to the Invoices tab.
   

View Overdue Invoices - Notifications Panel

1. Tap the bell icon.
   
2. Tap Invoices Overdue.
   
   This takes you to the Invoice Management screen with the status Overdue preselected.
   

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 go through 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

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

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 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

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

View details of the invoice Edit the invoice Delete the invoice Send the invoice to the customer Go to checkout 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. Print a paper copy

 

Paid

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

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:

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 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:

View details of the invoice Print a paper copy

Details of Invoice Actions

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