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Create a New Invoice - Vagaro Pro app

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Donna J
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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 the following:

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, navigate to (More → Settings → Things We Sell → Invoices); tapping Create Invoice takes you to the Checkout page.

    vpro_settings_tws_invoices_2x.png
    vpro_inv_page_2X.png

  1. Select a customer on the Checkout page.

    1. The In Today tab shows customers who have appointments today.

    2. The All Customers tab shows your current customer list.

  2. Add items to the cart.

  3. Tap the drop-down arrow on the green Checkout button and select Create Invoice.

    vpro_checkout_btn_2x.png
    vpro_create_inv_save_2x.png

    1. You can create 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.)

      vpro_inv_screen_top_2x.png

    2. Under Advanced options:

      vpro_inv_screen_bottom_2x.png

      • Toggle Allow Tip on (green) to allow the customer to add a tip when paying

      • Enter a message to your customer that will display on the invoice

  4. Tap Next.

  5. Review the draft invoice.

    vpro_invoice_preview_2x.png

    1. When ready, tap Send Invoice.

      A confirmation screen will display, and the invoice will be in your invoices list with a status of Sent.

      vpro_inv_sent_2x.png
      vpro_inv_list_sent_2x.png

    2. If you want to save the Invoice as a draft, tap Save for Later.

      A confirmation banner will display, and the invoice populate your invoices list with a Draft Status for you to edit and send when you're ready.

      vpro_invoice_saved_2x.png
      vpro_inv_list_draft_2x.png

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.

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3 comments

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    Gwen Low Ardiles

    Wondering if there has been any update to this?

     

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    Donna J

    Hi Gwendolyn... I'm sorry but I don't see anything to indicate that this issue has been taken up. The Feature Request list can be hard to search, but I couldn't find any requests that look like this.

    I see that when I want to send an invoice REMINDER (Customer Profile > Invoices tab > click the More menu and select Send Reminder) I can enter a different email address from the default.

    I don't know if that helps. But otherwise, emails to customers are all sent to the ONE email address that is in their profile.

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    Gwen Low Ardiles

    Thanks Donna! I appreciate the reply!

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