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Create a New Invoice - Vagaro Pro app

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Donna J
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This article will cover how to create an invoice from the Checkout screen and Invoices page and how to configure access levels for invoices.

With invoices, you can:

  • 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

What's in this article?

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.

Creating the Invoice

You can easily send invoices to customers through the Checkout screen or Invoice page.

Create an Invoice From the Checkout Screen

Note

Before following this step, ensure that a customer is selected and items are added to the cart.

Tap the drop-down arrow next to Checkout, then select Create Invoice. This will take you to the New Invoice screen.

vpro_checkout_btn_2x.png
vpro_create_inv_save_2x.png

Create an Invoice From the Invoices Page

  1. Navigate to More → Invoices.

    more_settings_invoice_vpro_2x.png

  2. Tap Create Invoice. This will navigate you to the Checkout screen.

    create_invoice_vpro_2x.png

  3. Select a customer and add items to the cart.

  4. When you are ready, tap Create Invoice.

    create_invoice_checkout_vpro_2x.png

    This will take you to the New Invoice screen.

Sending the Invoice

Note

The quantity for a product isn't deducted from the inventory until the invoice is paid.

  1. On the New Invoice screen, you can add a title for the invoice, change the invoice number (which automatically increments from the previous invoice), and change the due date (defaults to today's date).

    titles_invoices_vpro_2x.png

  2. In the Items section, you can review the items included in the invoice, the total, any discounts applied, and tax.

    items_invoice_vpro_2x.png

  3. Toggle Allow Tip on (green) to allow the customer to add a tip when paying for the invoice.

    Note

    If you have Tipping Options set to Don't Ask for Tip, you will not have the option to Allow Tip.

  4. Enter a message for your customer. This will display on the invoice.

    message_invoice_vpro_2x.png

  5. Tap Next.

  6. Review the draft invoice.

  7. Save or send the invoice to the customer.

    send_invoice_vpro_2x.png

    Note

    Navigate to the Invoices page to manage your invoices.

    1. Tap Save for Later to save the invoice as a draft.

    2. Tap Send 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?

You can manage and edit your invoices on the Invoices page. You can send customer reminders and notifications for overdue invoices as well. See the articles below for more information.

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Comments

3 comments

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  • Avatar
    Gwen Low Ardiles

    Wondering if there has been any update to this?

     

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  • Avatar
    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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