The Invoice Management screen allows you to view, filter, and manage all your issued invoices on one screen. You can track outstanding invoices, send reminders, void the owed amounts, collect a payment, edit their details, create new ones, and delete the invoices.
After creating an invoice, your customer will receive an email, text, and push notification notifying them of the new invoice. If you have Credit Card Processing activated, the customer can pay the invoice online, or they can pay in-house. Vagaro will then continue to send payment reminders every seven days until the invoice is paid. Payment reminders are only sent via email.
When a customer asks to pay an invoice over the phone or during a visit, you can collect payment through Invoice Management or by checking them out. At Checkout, the system will automatically display a popup when you select your customer. Selecting Pay Invoice adds the items on the invoice with any items in the cart.
Note
You can only pay off one invoice at a time.
Prerequisites: This feature is available for all businesses; however, Credit Card Processing is required to allow customers to pay their invoices online.
When you first open the Invoice Management screen, all invoices are listed, regardless of their status. You can filter or search for a customer's invoice to limit the invoices shown.
To view outstanding invoices:
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Go to → → .
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Filter your invoices:
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To filter for outstanding invoices, select Send or Overdue in the Status list.
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To search for a specific invoice, enter the Invoice number, invoice amount, date, and customer name. Select Search after making your entry.
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To view more details on an invoice, select the Action
menu for that invoice, then select View.
From Invoice Management, you can manage and perform the following actions for invoices:
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Edit an invoice to change how much the customer owes.
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Void the invoice to clear the amount owed without actually paying it off.
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Delete an invoice from the system completely. Removing all history of the invoice.
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Send reminders to customers of their outstanding invoices.
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Send a draft invoice to your customer.
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Check out the invoice and have the customer pay off the balance.
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Create a copy of an invoice.
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Export your invoice as a PDF or print it.
To manage your invoices:
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Go to → .
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In the card of the invoice you want to manage, select the Action
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Edit: Go to the Checkout screen to add more items to the invoice or change how much the customer owes.
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Void: Clear the amount owed from the customer's profile. Voided invoices will not be removed from Invoice Management and will be marked as voided. Only invoices marked as Sent can be voided.
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Delete: Remove this invoice completely from the system. The balance and any history of the invoice will be scrubbed from the customer's profile. Only invoices marked as Overdue or Draft can be deleted.
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Send Reminder: Send another copy of the invoice to the customer's email.
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Send: Send a Draft invoice to the customer.
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Checkout: Go to the Checkout screen and have the customer pay the invoice in-house.
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Duplicate: Create a copy of the invoice. The duplicate copy will be saved as a draft in the Invoice Management screen.
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Export: Save a PDF version of this invoice.
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Print: Print a physical copy of this invoice.
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To manage your invoices:
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Go to → → .
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For the invoice you want to manage, select the Action
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Edit: Go to the Checkout screen to add more items to the invoice or change how much the customer owes.
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Void: Clear the amount owed from the customer's profile. Voided invoices will not be removed from Invoice Management and will be marked as voided. Only invoices marked as Sent can be voided.
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Delete: Remove this invoice completely from the system. The balance and any history of the invoice will be scrubbed from the customer's profile. Only invoices marked as Overdue or Draft can be deleted.
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Send Reminder: Send another copy of the invoice to the customer's email.
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Send: Send a Draft invoice to the customer.
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Checkout: Go to the Checkout screen and have the customer pay the invoice in-house.
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Duplicate: Create a copy of the invoice. The duplicate copy will be saved as a draft in the Invoice Management screen.
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Export: Save a PDF version of this invoice.
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Print: Print a physical copy of this invoice.
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After creating an invoice, your customer will receive an email, text message, and push notification with instructions on how to pay online. Vagaro will then continue to send payment reminders by email every seven days until the invoice is paid.
To create a new invoice:
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Go to → .
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Select Create Invoice at the bottom of the screen. The system will take you to the Checkout screen.
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Select a customer.
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Add items to the cart.
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In the bottom-right corner, select the Down-Arrow
menu, then select Create Invoice.
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Fill out your invoice details, then select Next.
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Invoice Title: The title of the invoice.
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Invoice #: The number to help find your invoices at a later time. You can't use the same Invoice # more than once.
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Due/Due Date: The expected payment date.
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Allow Tip: Give your customers the option to leave a tip when they pay for an invoice online. This option will not display if your Checkout Settings are set to Don't Ask for Tip.
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Message to customer: A message about the invoice directed to the customer.
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Review the invoice, then select Send Invoice or Save for Later.
To create a new invoice:
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Go to → → .
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Select Create New in the top-left corner. The system will take you to the Checkout screen.
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Select a customer.
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Add items to the cart.
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In the bottom-right corner, select Create Invoice.
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Fill out your invoice details, then select Next.
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Invoice Title: The title of the invoice.
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Invoice #: The number to help find your invoices at a later time. You can't use the same Invoice # more than once.
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Due/Due Date: The expected payment date.
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Allow Tip: Give your customers the option to leave a tip when they pay for an invoice online. This option will not display if your Checkout Settings are set to Don't Ask for Tip.
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Message to customer: A message about the invoice directed to the customer.
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Review the invoice, then select Send Invoice or Save for Later.
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