Invoices are one of the key pieces of TimeTap's Payments feature. Whenever someone books an appointment that has a price or a deposit amount associated with it, an invoice gets created for that appointment. You can set up a payment portal on your account and either give clients the option to pay for the invoice upon booking or require that clients submit payment before their appointment is confirmed.
Quotes are used to give your clients an idea of exactly what price to expect before they see you, making it even easier to have clients book and pay for their appointments. Once they approve the quote you have given them, you can easily convert it into an invoice and email it for the client to pay before their appointment.
(You will need to get the TimeTap support team to turn payments on for your account to take advantage of this.)
This page covers -
- Invoice Statuses
- Finding Your Business' Invoices and Quotes
- Navigating Through Your Invoices and Quotes
- Exporting Invoices and Quotes
- Deleting Invoices and Quotes
Invoice Statuses
Invoices are categorized based on their statuses. We've got more detailed documentation on these statuses here, but here is a brief summary of each -
- Open invoices are the status that all invoices start out in. When an appointment gets booked or an invoice is created from the Backoffice, the status will be either "Open - No Payment" or "Open - Partial Payment" depending on if the client has submitted any payment yet. Invoice payments and line items can only be added and edited when the invoice is in Open status, so if you are looking at a Closed or Void invoice and wondering why you can't make changes to the line items or the payments, just go to the More Actions dropdown menu to reopen the invoice
- Closed invoices are any invoices whose balance has reached $0.00. This could either be because the payments from the client have added up to cover the total invoice amount, or maybe you added a write off amount to it. Either way, once the balance reaches $0.00, the invoice will get marked as Closed. Once the invoice is marked as Closed you can no longer make changes to it - however, you can always reopen it to make any changes.
- Void invoices are for where you don't expect to collect any payment but you still want to maintain a record of the charge. When you require payment upon booking, if a client does not pay for an appointment its invoice will be marked as "Void - No Payment". You can also manually void an invoice to put it in this status by using the More Actions dropdown menu.
If an appointment is attached to an invoice or quote, you'll see a link to that invoice under the Invoice tab on the appointment detail page -
You can also go to a client's profile and see a list of all invoices and quotes for that client under their Payments & Invoices tab on their client profile -
On this page you will see a list of items on that invoice or quote as well as any payments (invoices only) that have been made so fat -
You can use the More Actions dropdown menu on the upper right to take a number of actions with your invoice. If the invoice is in Open status currently and there are line items, then you'll have the options to email the invoice/quote, download the invoice/quote, print the invoice/quote, submit a charge through your connected payment portal (invoices), record a payment (invoices), add a write off amount (invoices), close the invoice, void the invoice or delete the invoice/quote. If the invoice is in Closed or Void status you'll have the option to either reopen the invoice or delete the invoice.
As invoice statuses change, you'll find them sorted automatically into the respective invoice status list under Payments > Invoices/Quotes.
Exporting Invoices and Quotes
You can export an XLSX report of the Invoices/Quotes page using the Export List button. This will export any items currently displayed on the page based on the date range and status selected -
Before exporting the list, select the specific information desired for that report and then click on the green Export List button to generate that report and automatically download it to your computer -
In any list view, select the invoice or quote you want to delete and then click on the red Delete button to delete that invoice or quote -
The last way to delete an invoice is from the invoice or quote detail page. You can use the More Actions dropdown menu to select Delete Invoice/Quote and permanently delete the invoice or quote off of your account -