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Manage Invoices - Web Version

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Donna J
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This article covers how you can find, view and manage invoices using the Web Version of Vagaro.

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.

Viewing Invoices

From the Invoice Management Page

  1. Navigate to Checkout → Invoices → Invoice Management.

    stock_checkout_invoice_mgmt.png

  2. Enter all or part of the following invoice fields in the search box: Invoice Date, Invoice Number, Invoice Title, 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. You can filter the list by Status by selecting a status from the drop-down list.

    Choices are: All Statuses, Draft, Sent, Paid, Overdue, and Void. We'll review the status later in this article.

    invoice_search_filter_new_2x.png

  4. Click Search to apply search and filter terms.

From the Transaction List Report

  1. Navigate to Reports → Transaction List.

    stock_rpts_trans_list.png

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

    Advanced Filters can filter the report to show you just the Transaction Type of Invoice.

    trans_list_adv_filters_2x.png
    adv_filt_inv_2x.png

  3. Set up filtering options as you need and click Run Report.

  4. Locate the invoice you're interested in and click the amount in the IOU/Invoice column to view more detail.

    trans_list_invoices_2x.png

Jump to Managing Invoices From the Transaction List Report for more.

From the Customer Profile

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

  1. Navigate to Customers → Customer Management.

    stock_cust_cust_mgmt_2x.png

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

    cust_prof_find_2x.png

  3. Go to the Invoices tab.

    cust_prof_inv_tab_2x.png

From the Notifications Panel

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

  2. Click View in the InvoicesOverdue section.

    notifications_inv_2x.png

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

    overdue_invoices_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 Web application you're working in. We'll review options by invoice status and then discuss the actions and how to use them.

Manage Invoices 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 clicking the 3 vertical dots at the end of any row.

Sent Invoices

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

options_for_sent_2x.png

  • View

    Select View to pop up a copy of the invoice.

  • Edit

    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, click 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. Click Next.

    5. Review your changes and either click 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 - Web Version for details.

  • Void

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

    void_inv_conf_2x.png

  • Send Reminder

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

    send_reminder_email_2x.png

  • Checkout

    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

    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.

  • Export / Print)

    What displays when you select Export is browser-dependent. Basically, choose Export to download a copy of the invoice in PDF. Some browsers display a preview screen with PDF and additional options.

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

Draft Invoices

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

options_for_draft_2x.png

  • View

    Select View to pop up a copy of the invoice.

  • Edit

    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, click 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. Click Next.

    5. Review your changes and either click 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 - Web Version for details.

  • Delete

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

    delete_draft_conf_2x.png

  • Send

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

  • Checkout

    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

    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.

  • Export / Print)

    What displays when you select Export is browser-dependent. Basically, choose Export to download a copy of the invoice in PDF. Some browsers display a preview screen with PDF and additional options.

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

Paid Invoices

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

options_for_paid_1_2x.png

  • View

    Select View to pop up a copy of the invoice.

  • Duplicate

    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.

  • Export / Print)

    What displays when you select Export is browser-dependent. Basically, choose Export to download a copy of the invoice in PDF. Some browsers display a preview screen with PDF and additional options.

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

Overdue Invoices

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. Click View on the panel, and you'll be taken to a listing of all your overdue invoices.

options_for_overdue_2x.png

  • View

    Select View to pop up a copy of the invoice.

  • Edit

    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, click 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. Click Next.

    5. Review your changes and either click 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 - Web Version for details.

  • Delete

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

    delete_draft_conf_2x.png

  • Send Reminder

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

    send_reminder_email_2x.png

  • Checkout

    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

    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.

  • Export / Print)

    What displays when you select Export is browser-dependent. Basically, choose Export to download a copy of the invoice in PDF. Some browsers display a preview screen with PDF and additional options.

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

Void Invoices

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

options_for_void_2x.png

  • View

    Select View to pop up a copy of the invoice.

  • Export / Print)

    What displays when you select Export is browser-dependent. Basically, choose Export to download a copy of the invoice in PDF. Some browsers display a preview screen with PDF and additional options.

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

Next Steps and Recommended Features

Managing Invoices From the Transaction List Report

There are only two options for actions on an invoice from the transaction list:

  1. Click the Customer name in the App. Date/Customer column to go to the customer's profile.

    From there, you can view their invoices (click the Invoices tab) and perform all the applicable invoice actions listed in the last section.

  2. Click the amount in the IOU/Invoice column.

    trans_list_invoices_2x.png

  3. An invoice detail screen displays.

    inv_detail_2x.png

  4. Click Pay Invoice to open the transaction on the Checkout screen.

  5. Complete the checkout process.

  6. The invoice's status has been changed to Paid.

Restrict Employees' Access to Invoices

You can control employees' ability to view, add, edit, and delete Invoices in your account.

  1. Navigate to Settings → Employees → Access Levels.

    stock_web_settings_access_lev.png

  2. Select the employee type you want to change, click the Action menu (3 vertical dots), and then select Edit.

    edit_access_level_web_2x.png

  3. Scroll down to the Invoice Management access level.

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

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

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

      invoice_mgmt_al_2x.png

Learn more about access levels: Setting Access Levels - Web Version.

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.

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