When a client books an appointment with you for a service or class that has a price listed, an invoice gets created automatically. The appointment is entered as a line item on the invoice, and a description for that line item is stored as whatever you have entered in the Appointment Invoice Description field under the General Payment Settings found under Payments > Payment Settings.
However, when you create an appointment for a client through Appointments > Add One Time Appointment or Add Repeating Appointments, an invoice does not get created automatically. You can create an invoice for that appointment either by adding the appointment as a line item to an existing invoice or by using the Create Invoice button found under the Invoices tab on the appointment detail page. Whichever method you use, once the appointment gets added to an invoice the description for the line item will get set as the value you have stored in the Appointment Invoice Description field.
The Appointment Invoice Description field accepts our TimeTap email tags! You can learn more about those email tags here in our documentation.
By default, your appointment invoice description reads as "For %REASON% with %PROFESSIONAL_FULLNAME% at %APPT_DATE_TIME%", where the email tags used translate to the following details about the appointment -
%REASON% - populates the name of the service or class (the reason) that has been booked
%PROFESSIONAL_FULLNAME% - populates the full name of the staff person that has been booked with
%APPT_DATE_TIME% - populates the start and end time & date of the appointment (not including any buffers)
This description works for most businesses, but if you'd like to change it to something else you'll need to follow the steps below.
First, find the field labeled Appointment Invoice Description and enter in whatever description you'd like to save there -
Once you've entered in a new invoice description you'll want to click on the green Save button at the top of the General Payment Settings section.
The next appointment that an invoice gets created for will have this new invoice description applied to it -
You'll also notice that whenever an appointment gets added to an invoice that the appointment ID gets listed before the appointment invoice description as a hyperlink back to the appointment detail page. This is non-editable and is there to help you both distinguish between line items on an invoice that are appointments and those that are not and to allow you to reference back to the specific appointment that that line item represents.